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Aurora, United States Children's Hospital Colorado Full timeApply for Job Job ID 103030Location AuroraPosition Type RegularRegular/Temporary RegularAdd to Favorite Jobs Email this JobJob OverviewThe Executive Assistant provides administrative support to Children's Hospital Colorado (CHCO) executive leaders. The Executive Assistant maintains the executive's calendar, correspondence, files and gathers information and...
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Executive Assistant
1 month ago
Executive AssistantThe Executive Assistant at Children's Hospital Colorado Foundation (Foundation) will be responsible for providing administrative support to the Strategic Philanthropy division including providing executive-level administrative support for the Chief Strategic Philanthropy Officer, and three VPs of Strategic Philanthropy. This position will understand and successfully navigate complex assignments in relation to calendaring, meetings, travel, correspondence, data entry and proactively plan and prepare all necessary documents and materials in alignment with Strategic Philanthropy goals. This position will serve as the centralized resource in scheduling meetings and managing agendas and minutes for meetings between the Foundation and Children's Hospital Colorado leaders/experts and Patient Ambassadors. This person will be highly organized, mission-driven, and collaborative with the ability to work with diverse leadership styles both internal and external facing on a daily-basis. Executive Assistant roles in the Foundation will have a direct accountability and exhibit a high level of integrity for discretion and confidentiality. This position may need to travel off-site and have in-person requirements for meeting coordination and support as scheduled. This role reports directly to the Chief Strategic Philanthropy Officer.Additional Information:Department Name: CHCHS FoundationJob Status: Full time, 40 hours per week. Shift: Day Mon - Fri, 8 hours per shift, required 50% or more in-person/in-officeProvides high-level administrative support to the Chief Strategic Philanthropy Officer (CSPO), 3 Vice Presidents of Strategic Philanthropy and Strategic Philanthropy Division.Provides high-level administrative support to the Chief Strategic Philanthropy Officer (CSPO), 3 Vice Presidents of Strategic Philanthropy and Strategic Philanthropy Division.Lead all internal complex scheduling needs with key stakeholders, including c-suite leaders, physicians, other internal and external individuals, volunteers, and diverse local and national leaders.Prepares for meetings including agendas, materials, power point presentations, which includes hosting via Zoom (if virtual) and preparing physical conference space or rooms with necessary guest arrangements (if in person)Coordinate travel and submit expense reporting for assigned leaders in full alignment with Foundation Finance and Accounting process and requirementsProcesses reimbursement, invoices, mileage and payment requests for assigned leaders and additional team members as assigned on timeParticipate in Strategic Philanthropy and Principal Giving monthly meetings and provide administrative support to track minutes, next-steps, etc.Provide in-person administrative support for internal and external meetings as necessary, includingPartner with CSPO on monthly build-out of Philanthropic Clearing agendasPotential cross-coverage and support for Executive Office and other administrative rolesManage Executive Office (at the hospital) outreach in partnership with President and CEO's Executive Assistant (EA) - coordinating activity and requests relations to hospital senior leadership, in collaboration with Foundation Strategy colleague(s)Serve as the Centralized Scheduler between the Foundation and Children's Hospital Colorado.Partner with Manager, Strategy Philanthropy - Hospital Partnerships & Principal Giving on centralized scheduling process ensuring proper prioritization for key meetings/conversations and engagement of appropriate hospital partnersLead all scheduling needs between Foundation colleagues and hospital leaders/experts - including but not limited to, ongoing meetings, internal meetings, philanthropic alignment meetings, donor meetings, donor tours, etc.Collaborate with portfolio managers and their administrative partners, as well as Coordinator, Donor & Volunteer Engagement on donor opportunities involving hospital partnersAs appropriate, schedule prep meetings with hospital partners and hospital partnerships members and prospect managersWork with Foundation colleagues to ensure donor briefings have been created and shared with hospital partners for all donor meetings and toursManage Hospital Tour Calendars - Anschutz, Colorado Springs, North, and South, and ensure compliance with expectations for hospital tour groupsManage Travel Calendar in partnership with CDO's Executive Assistant and track hospital partner travelWork with hospital leaders' administrative partners on their regional and national travel and if the Foundation may be able to leverage a donor visit. Support the execution of these donor visits in partnership with portfolio managersSupport management of the Foundation Exec Office calendar on behalf of Strategic PhilanthropyServe as throughline connecting upcoming Foundation and hospital donor meetings, opportunities, etc. and ensuring proper line of sight for Hospital Partnerships colleagues and upcoming alignment meeting connectionPrincipal Gifts, Family Giving and Hospital Partnerships SupportSchedule meetings, events, reserving space and arranging catering as needed; create and distribute agendas, materials, and meeting minutesCoordinate and proactively share and pull data/reports for Principal Gift leaders and in support of quarterly Principal Gift meetings and reportsProvide administrative support including maintaining and tracking $1M+ opportunities in partnership with Principal Gifts group and appropriate revenue leadersTrack pledges and revenue, pull and provide reports on progress to goalsProvide as needed assistance in tracking moves and information in CRMAdministratively support the PAL Task Force for $5 million-dollar gifts including tracking, recording details and activity in CRMProvide support for Physician Champions program including scheduling annual meetings with section leaders and off-site dinnerDonor Relations and Volunteer Engagement SupportProvide support for hospital provider scheduling for Children's 101 events in partnership with Donor Relations and Hospital Partnership colleagues.Marketing SupportProvide support for Patient Ambassador scheduling including scheduling family speakers and attendees for various Foundation events and opportunities throughout the yearCoordinate Special ProjectsFacilitates a wide variety of projects as requested by assigned leaders.Represent Strategic Philanthropy on the Foundation's Administrative Working Group.Power point development in support of a variety of presentations and audiencesMinimum Qualifications:Education: An undergraduate (BA/BS) degree or four years of additional direct work experience (plus a minimum of at least three years in similar role is required) for a total of seven-year's work experience to replace degree preference.Experience: At least five years related experience as an executive assistant or high-functioning administrative professional with progressively increasing responsibilities working with top senior leaders in a complex organization.The Executive Assistant will have the skills and abilities to apply:Excellent interpersonal and written/oral communication skills, with demonstrated ability to interact with a broad range of donors positively and pleasantly, and professional colleagues, board members, high level business professionals, hospital caregivers and physicians and hospital executives.A highly organized and accurate way to meet multiple deadlines on a timely basisAn ability to prioritize, manage multiple tasks and delegateAn approach and comfort to problem-solving independently as well as in partnership with senior leaders
