Executive Assistant Job at Ovation Communities in Milwaukee

Overview PRIMARY PURPOSE OF POSITION: Provides professional and executive administrative support daily to the Foundation President. Performs complex and confidential administrative and project management functions including developing correspondence, project reports, donor relations, event planning, report running, etc. Arranges complex and detailed travel plans and itineraries, complies meeting agendas, meeting notes, documents and acts as event planner for business meetings. Customers/Clients Served By Position Foundation President, Foundation Board members, staff, family members, guests and other outside clients served by Ovation Communities and the Foundation. Qualifications High School diploma or equivalent. Associates degree or higher education desirable. At least three (3) years experience working as an Administrative or Executive Assistant, supporting one or more executives/leaders. Experience in a long-term care setting preferred. Very organized and able to handle multiple priorities simultaneously. Excellent communication skills. Read, write and speak the English language. Very proficient in MS Office Suite. Experience with Raiser20 9s Edge or other fundraising software is highly desired. Job Duties Prepare and edit correspondence, communications, presentations and other documents for the Foundation File and retrieve documents and reference materials Learn donor database and be able to act as a secondary resource in addition to the President Manage and maintain President’s schedules, appointments, travel arrangements Arrange and coordinate meetings and events and notify President Plan and execute donor events Record, transcribe and distribute minutes of meetings Monitor, respond to, and distribute incoming communications Communicate with donors on a regular basis Coordinate and manage multiple projects simultaneously and follow through on issues in a timely manner Maintain strict confidentiality Maintain a good working relationship with staff, board members and donors Handle incoming phone calls, check voice mail and e-mail regularly to keep current of situations and needs Handle daily mail by sorting and distributing to appropriate parties Proofread all newsletters, brochures and other donor materials Send out tribute cards and acknowledgements and all recognition for all donations received for the Jewish Home and Care Center Foundation Perform other duties as assigned Core Competencies Able to manage multiple tasks. Demonstrate strong communication and relationship building skills Ability to work as part of a team Manage the logistics of the Foundation department, including paperwork, supplies, and ordering Address any issues or bring issues to the attention of the Foundation President Factors Affecting Work Performance Friendly, pleasant, and calm demeanor Regular - Monday through Friday - punctual attendance. May be required to work different shifts due to department need Represent Ovation Communities and Foundation in a professional and positive manner within and outside the community. Be a team player and able to get along well with co-workers and other departments. Active participant in team building committees. Physical Demands While performing the duties of this job, the employee is frequently required to sit and to use hands to file and type often. Occasionally the employee will be required to stand and stoop, kneel, crouch or crawl. Requires close viewing of computer screen. Excellent verbal communication skills and excellent vision and hearing required. Must be able to lift, carry, push, or pull 25-50 pounds or more occasionally. #J-18808-Ljbffr