Executive Administrative Assistant

3 weeks ago

Miami, United States Miami Children's Full time

Job Summary

Performs advanced, diversified, and confidential administrative duties for the President. Serves as liaison with the Board of Directors and their executive assistants. Functions as a facilitator with Foundation staff as it relates to the essential function of running the operational administrative duties.

Job Specific Duties

* Coordinates and performs advanced office/administrative support functions for the President.


* Coordinates and prepares comprehensive materials for board meetings, including agendas, presentations, and supporting documents, ensuring all materials are distributed in a timely manner to board members. Facilitates logistical arrangements, including venue setup, technology needs, and catering, to ensure smooth execution of all board-related activities.


* Receives and screens all visitors and phone calls for President.


* Proactively reviews calendar, schedules appointments/interviews and secures sites for meetings for the President and Board members.


* Prepares letters, reports, memorandums, & presentations that may be highly sensitive and confidential in nature to support the President.


* Prepares and/or edits correspondence and other written materials based upon President's notes and/or guidance.


* Makes travel arrangements, itineraries, schedules meetings and appointments & maintains calendar to ensure the President efficient time management.


* Submits, organizes, and maintains records of travel and expense reimbursement documents for the President.


* Utilizes data from databases to create requested reports, spreadsheets, and correspondence on a consistent basis.


* Collaborates with the Senior Leadership Team & other contacts to gather data and presentations for internal/external meetings and events.


* Completes and processes Accounting/Finance vouchers and expense reports and ensures accurate accounting of department expenses.


* Coordinates all committee meetings for President. Responsible for taking minutes, preparing agenda, sending out communications, & processing the minutes.


* Takes on special projects as assigned by the President of the Foundation or any members of the leadership team.

Minimum Job Requirements

* 5 years of administrative experience in non-profit, events, or development/fundraising.

Knowledge, Skills, and Abilities

* Ability to work evenings and weekends.


* Bachelor's degree in Business, Healthcare or related field preferred.


* Demonstrated ability to prioritize and manage multiple priorities/projects simultaneously in a fast-paced environment and follow through on issues in a timely manner.


* Experience with Microsoft Office Products Outlook, Word, Excel and PowerPoint.


* Publisher and Access experience preferred.


* Database applications; Raiser's Edge preferred.


* Ability to take and transcribe meeting minutes.


* Ability to learn new software applications.


* Excellent oral, written, interpersonal, and customer service skills.


* Excellent analytical and organizational skills.


* Ability to understand the needs and interests of major donors in order to develop relationships.


* Able to work with high-level executives both inside and outside of the organization.


* Dedication to promoting the Foundation's fundraising priorities.


* Ability to successfully manage multi-functional or diverse areas under stressful conditions.


* Ability to meet strict deadlines.


* Experience in handling confidential information.


* Ability to work independently.


* Ability to relate cooperatively and constructively with clients and co-workers.


* Ability to identify and manage opportunities to implement LEAN practices when it comes to processes and procedures within the Foundation.

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