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    Executive Administrative Assistant - Miami, United States - Miami Children's

    Miami Children's
    Miami Children's Miami, United States

    1 week ago

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    Description
    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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