Reporting to the Vice President of Philanthropy, the Philanthropy Executive Assistant will serve as an integral member of the team to provide comprehensive and superior administrative support to the VP and the Philanthropy team. This role is an expanded administrative position, playing a pivotal role in the Office of Philanthropy as it seeks to realize its strategic goals and objectives for ChristianaCare. This position will be the primary point of contact for internal and external interactions and requires an independent thinker and leader who can function effectively and proactively in a rapidly growing and changing environment.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Provide exceptional support to the VP of Philanthropy and the Philanthropy team, including managing calendars, screening calls, coordinating meetings, tracking expenses, organizing travel, preparing correspondence (agendas, minutes, etc.), creating detailed itineraries, ensuring follow-up steps are completed, generating draft reports and PowerPoint presentations, conducting research, and proactively performing other tasks as needed.
Provide general administrative support to the team to achieve departmental goals and objectives.
Answer department's main phone line, field e-mails to general inbox, schedule and/or arrange meetings, maintain filing system, and manage the office (supplies, equipment).
Provide a link for smooth communication between the executive's office and internal departments, demonstrating leadership to maintain credibility, trust, and support with executive management staff.
Prepare briefing materials and conducts research ahead of key meetings and events.
Effectively manage office expenses and works with Finance/Accounts Payable to engage with vendors, monitor contracts, and invoices.
Coordinate logistics for meetings (internal and external), meeting room bookings, special events, and council/volunteer meetings.
Provide support for signature and Community Partner events & activities and helps to maintain the database.
Prepare communications for Council of Advisors (COA) members, Young Friends and other volunteers (emails, letters, agendas, meeting minutes), assist in set-up for meetings.
Provide support for donor cultivation and stewardship initiatives and assist with other fundraising activities and communications efforts such as proofreading and list review, as needed.
Serve as a back-up to the Data/Operations Team: accurately and consistently process gifts (mail, payroll deduction, online), and enter gift batches into donor database in a timely manner; prepare gift acknowledgments, pledge reminders, and other correspondence; prepare reports, queries, and exports as needed; ensure data health by accurately and appropriately adding/updating biographical information, actions, and prospect management information into the database as needed.
Greet and assist visitors (internal and external stakeholders).
Train new hires on key operational processes and office equipment.
Work closely with the VP and Director to coordinate and prepare for Council of Advisor meetings, prepare, and disseminate agendas, draft committee meeting minutes, develop and update COA materials, and other admin tasks as needed.
Research and complete special projects/assignments as required. Research, prioritize and follow up on incoming issues; determine appropriate course of action, referral or response.
Always maintain confidentiality.
Maintain time and attendance information for the department including timekeeping for payroll.
Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
Performs other related duties as required.
EDUCATION AND EXPERIENCE REQUIREMENTS:
Four or more years administrative and data entry experience, preferably supporting an executive leader.
Associate's or Bachelor's degree preferred (open to consideration of robust and relevant work experience).
Proficiency in Raiser's Edge NXT preferred.
High proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
Demonstrated experience as an executive assistant to an executive/C-suite level executive in a complex organizational setting.
Strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with superb attention to detail.
Excellent time management skills and able to meet deadlines consistently.
Outstanding oral, written, and interpersonal communication skills.
Possesses superb judgment, impeccable integrity, and the maturity to handle sensitive information with care, discretion, and confidentiality.
Works well under pressure and able to adapt to competing demands with grace and ease.
A self-starter that does not need constant supervision and direction.
Resourceful in executing tasks and finding solutions when problems arise.
Fluency with social media, websites, and new digital technologies.
Experience operating and troubleshooting audio/visual equipment such as projectors, conference phones, and web-based video conferencing systems.
Readiness to take on a wide range of tasks as they arise.
Demonstrated ability to receive and incorporate feedback and direction effectively.
KNOWLEDGE, SKILL, AND ABILITY REQUIREMENTS:
Ability to work successfully in a multi-disciplinary, team-oriented environment
Ability to maintain confidential information and materials
Ability to make a positive impact/influence others
Ability to exercise judgement, tact, and diplomacy
Ability to be goal oriented, motivated, and able to maintain composure in a fast-paced atmosphere
Ability to be both collaborative and decisive
Ability to demonstrate proven success in building relations
Ability and willingness to travel
Knowledge of local, regional, and national philanthropic opportunities
Skill in oral and written communications
IDEAL CANDIDATE PROFILE
The ideal candidate is proactive, detail-oriented, can masterfully multi-task, and has excellent administrative, communications, and interpersonal skills. They have strong nonprofit experience, preferably within healthcare, an upbeat attitude, readiness to embrace diverse challenges, and an eagerness to learn. Candidates should be creative, energetic, adaptable, and comfortable with change. The right candidate will have a great sense of humor, exude kindness and humility, and be a team player. They will have the ability to handle multiple projects simultaneously, knowing how to prioritize and adjust timetables based upon demand and other circumstances. A passion for ChristianaCare's mission is essential.
EEO Statement: Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community, and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.
UPDATE: ChristianaCare is committed to prioritizing the health and safety of our patients and caregivers. As we continue to meet the needs of our caregivers and our community through the COVID-19 pandemic, our commitment to health and safety requires that we take new steps to ensure a safe environment for medical care for our patients and a workplace that avoids preventable harm for our caregivers. For this reason, vaccination for COVID-19 is required for all caregivers at ChristianaCare and is considered a safety standard that is job-related and consistent with business necessity for all caregivers.
ChristianaCare Health System is headquartered in Wilmington, Delaware and is one of the country's largest health care providers, ranking 21st in the nation for hospital admissions. Christiana Care is proudly a Nurse Magnet recognized institution. Christiana Care Health System is also one of the largest health care providers in the mid-Atlantic region, serving all of Delaware and portions of seven counties bordering the state in Pennsylvania, Maryland and New Jersey. A not-for-profit, non-sectarian health system, Christiana Care includes two hospitals with more than 1,100 patient beds, and is a major teaching hospital with two campuses. Christiana Care is continually recognized for excellence on a regional and national level. Our role in the community is expressed in the Christiana Care Way: "We serve our neighbors as respectful, expert, caring partners in their health. We do this by creating innovative, effective, affordable systems of care that our neighbors value."Christiana Care is a great place to work because we value diversity and recognize it to be a core part of our success. Because of the diversity of our employees, affiliated health professionals and volunteers, we are ...positioned to meet the unique needs of our patients and community. We acknowledge and celebrate the uniqueness and talent of each employee. Because of our talented workforce we are able to provide a quality healthcare experience to our patients and community. We strive to create an inclusive environment in which individual diversity can be leveraged and thrive. Christiana Care Health System is an equal opportunity employer, firmly committed to prohibiting discrimination, whose staff is reflective of its community and considers qualified applicants for open positions without regard to race, color, sex, religion, national origin, sexual orientation, genetic information, gender identity or expression, age, veteran status, disability, pregnancy, citizenship status, or any other characteristic protected under applicable federal, state, or local law.