Administrative Assistant - Foundation

Midland Health•Midland, TX

About The Position

The Administrative Assistant provides essential administrative and organizational support to Midland Memorial Foundation, including support to the Executive Director and Foundation staff. The role welcomes and assists office visitors, answers and directs telephone calls and emails, and performs general office duties such as ordering supplies, maintaining records, preparing reports and correspondence, processing donations, and handling routine administrative tasks. The position maintains the donor database and mailing list, processes donations and related donor communications, and handles donor information confidentially and with discretion. It also coordinates RSVPs, guest lists, meetings, and event logistics, oversees the Foundation board room calendar, and assists with purchasing, requisitions, invoices, expense reports, checks, and deposits. The schedule is full-time, 8:00 AM to 5:00 PM.

Requirements

High school diploma or equivalent required.
Ability to communicate effectively, orally and in writing.
Understanding and knowledge of computers and office machines in a business environment.
Ability to perform essential responsibilities satisfactorily, with or without reasonable accommodation.
Ability to stand, walk, sit, stoop, reach, lift, see, speak, and hear.

Nice To Haves

Associate or bachelor’s degree preferred.

Responsibilities

Provide administrative and organizational support to Midland Memorial Foundation.
Provide administrative support to the Executive Director and Foundation staff.
Collect daily reports and mail.
Manage checks and deposits.
Process incoming donations and donor correspondence, including thank-you letters, invitations, acknowledgments for memorials and honorariums, and other communications.
Maintain confidentiality and exercise discretion when handling donor information.
Coordinate RSVPs, guest lists, and logistical details for meetings and events.
Order flowers when needed.
Answer and direct telephone calls and emails.
Welcome and direct guests in the Foundation Office.
Maintain the donor database and mailing list.
Assist with purchasing, requisitions, invoices, expense reports, and other routine administrative tasks.
Oversee and replenish supplies and stock as needed.
Oversee the Foundation board room calendar.
Perform general office duties, including ordering supplies, maintaining records management systems, and preparing reports and general correspondence.