SUMMARY

Under the supervision of the President & CEO, performs a wide variety of administrative activities to support the fundraising organization, including Raiser's Edge data entry and report production.

This is a confidential position.

REPORTING RELATIONSHIPS

The Executive Assistant reports to the President & CEO.

DUTIES & RESPONSIBILITIES

Prioritize work to meet the needs of the President & CEO.
Consistently strive to strengthen the Natividad Foundation brand through each interaction with staff, hospital employees, donors, vendors, visitors, and members of the public.
Ensure that the gift receipt, recording, acknowledgment, and reporting system is managed accurately and seamlessly.
Configure and/or conduct queries, generate donor thank you letters, produce reports, and generate mailing lists as requested by development staff.
Schedule and complete regular audits and reconciliations with QuickBooks in collaboration with the Payroll & Accounting Specialist, and configure Campaigns/Funds/Appeals, constituent codes, and attributes.
Manage Google email, calendars, account access, and email groups.
Control access permissions and privileges in Google Suite and database, including creating new user accounts, unlocking accounts, and resetting passwords.
Complete National Change of Address (NCOA) updates prior to large mailings or approximately 4 times per year.
Answer requests for general information; as appropriate, explain procedures and policies and refer individuals to the appropriate person
Assist with special events and fundraising events.
Run business related errands as needed, including picking up mail from U.S. Post Office 2-3 times a week and the internal mail daily.
Process & disseminate incoming and outgoing mail as required.
Maintain the master calendar and accurately schedule appointments and coordinate and arrange meetings as directed by the President & CEO.
Prepare letters, correspondence and other finished copy from rough drafts or verbal instructions.
Automate tasks with the assistance of artificial intelligence as appropriate.
Assemble and distribute agendas with supporting materials
Prepare minutes for Board and other meetings as directed.
Provide superior customer service to visitors and callers.
Greet visitors and callers with a cheerful, positive attitude; determine their needs; establish priority and route to the appropriate person for attention; maintain a tracking system to ensure follow-up.
Understand and coordinate the VIP Visitor process as part of the team.
Maintain a variety of department files and records in accordance with prescribed procedures and regulations.
Submit and track work orders and order and maintain office supplies.
Work closely with other staff on producing the required materials and information requested.
Update processes as required and communicate changes to the Natividad Foundation team.
Perform additional duties as assigned.

QUALIFICATIONS

High school diploma and have progressively responsible clerical experience.
Must be a self-starter with the ability to follow verbal and written instructions.
Must be able to work independently and under pressure.
Must have at least 5 years of donor database experience; 3+ years of knowledge and experience in Raiser's Edge/RE NXT software preferred.
Must type accurately at a speed of 55+ words per minute.
Knowledge of and experience in proper format for business correspondence, including correct grammar, punctuation, and spelling.
Excellent communication and interpersonal skills.
Must be able to occasionally work evenings and/or weekends for special events.
Must maintain a professional appearance at all times.
Must possess excellent organizational skills.
Must demonstrate superior telephone and electronic communication etiquette.
Computer literacy, including proficiency with Google Suite and Microsoft 365 products, including SharePoint, Word and Excel.
Must accurately file documents using an alphabetical, numerical, or chronological filing system.

SUPERVISORY RESPONSIBILITES

None.

INTERPERSONAL SKILLS

Must have superior relationship-building competencies with multiple, diverse constituencies.

CERTIFICATES, LICENSES AND REGISTRATION

California Driver's License and proof of automobile insurance.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit, talk, or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities that are required by this position include close vision, distance vision, peripheral vision, and the ability to adjust focus. The employee must be able to travel short distances on behalf of the Foundation.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable those individuals with disabilities to perform the essential functions. The noise level in the work environment is normally quiet.

Natividad Medical Foundation

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