Supervisor Administrative Support

Overview

FMOL Health Philanthropy Executive Assistant and Board Liaison

The Foundation Executive Assistant and Board Liaison provides operational support for the Senior Vice President of Philanthropy for FMOL Health, Our Lady of the Lake Foundation leaders, and members of its Foundation Board of Directors. It also manages an executive assistant that serves foundation leaders ncis, Our Lady of Lourdes, and St. Dominic Medical Centers.

Office Management

• Handles administrative responsibilities for the Senior Vice President of philanthropy and Our Lady of the Lake Foundation leaders including calendar, meeting, and office support as well as multiple fiduciary activities for the foundation.
• Initiates and manages tracking for new systemwide strategic initiatives such as donor naming process, training goals, system and market-specific strategic plans.
• Collaborates with executive assistants throughout the System to coordinate calendars of the Foundation president and leadership team, and handles meeting agendas and details for multiple office locations and for all full team gatherings.
• Welcomes and onboards new team members, oversees annual team training plans.
• Manages the contracts system to activate new contracts, track them through the approvals process, and frequent problem solving.
• Leads the in-kind donor process for the Children’s Hospital and Regional Medical Center. Key contact for more than 50 donors annually, schedules drop offs, and works with hospital partners on deliveries and recognition. Includes leading and managing Christmas/holiday donations where more than 750 families are served.
• Handles office supplies and technology support needs.
• Oversees special projects as needed.

Board of Directors Liaison

• Creates and maintains schedules, invitations, communications, and membership details for all activities of the Our Lady of the Lake Foundation’s full board and committee meetings.
• Works with Our Lady of the Lake Foundation teams to create quarterly meeting packets (agendas, standard and new reports) for each quarterly board and committee meeting. Works with other FMOL Health foundation leaders to expand and standardize quarterly reports.
• Responsible for new member welcome gathering(s) and orientation including interactions with current members, new member packets, and correspondences.
• Works with members to schedule interactions outside of regular meetings.
• Maintains membership and term information.
• Always available to answer questions and support other activities as needed.

Operational and Foundation Fund Expenses

• Manages all aspects the Foundation’s operational expenses including knowledge and navigation of multiple functionalities and processes within Oracle and other platforms, Pcard details and reconciliation, and connecting expenditures with departments.
• Partners with Foundation team members and multiple hospital authorized users to deploy donated funds through Oracle and in alignment with donor intent. Follows and tracks multi-level processes associated with Foundation spending policies. Tracks expenditures for impact reporting.
• Manages, tracks and updates vendor relationships, and navigates frequent troubleshooting.
• Collaborates with hospital and system partners in Finance & Accounting to remain up-to-date with evolving processes.

Required

• Five+ years of experience in office management and executive assistance
• Ability to navigate complex systems and programs such as Oracle, non-profit databases, contract navigation, etc.
• Ability to prioritize, work efficiently and meet deadlines
• Detail-oriented with excellent planning and organizational skills
• Excellent interpersonal skills, tact, and diplomacy with the ability to develop and maintain cooperative and successful working relationships with volunteers and staff.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint and Outlook)
• Must be willing and available to periodically work evenings according to event-related scheduling
• High School diploma or equivalent
• Experience working with a Board of Directors/Governing Board
• Ability to think several steps ahead and anticipate needs and challenges
• Works independently with minimum supervision
• Demonstrated ability to maintain confidentiality and discretion
• Excellent oral and written communication skills, including ability to write and edit memos, reports, e-mails, agendas, minutes, etc.
• Ability to build working relationships with various personalities in a variety of settings