Executive Assistant and Board Administrator

Riley Children's Foundation, LLC•Indianapolis, IN

About The Position

Working as a part of the Executive Engagement team and reporting to the Director, Executive Engagement, the Executive Assistant and Board Administrator provides high-level administrative, organizational, project and secretarial support for top-level executives, including the President & Chief Executive Officer and Chief Community Impact & Operations Officer, and coordinates board functions. This person takes responsibility for activities that allow these executives to focus on the strategic direction of the organization. Primary to this position is professionalism, confidentiality, attention to detail and a sense of urgency in carrying out responsibilities in a highly organized and effective manner. Importantly, the individual must be able to represent the executives and other organizational leaders to others, including Riley Children’s Foundation board members, hospital executives, campaign volunteers, community leaders, and top donors. The coordination and support of board functions ensure the Board’s activities run smoothly and according to best practices.

Requirements

Bachelor’s degree. Comparable accomplishments in an administrative support role within a professional business environment will be considered.
7+ years of fulltime experience in an executive assistant capacity.
Ability to work professionally and eagerly with individuals at all levels.
Information gathering and information monitoring.
Judgment and decision-making.
Excellent calendar management skills, including the coordination of complex executive meetings.
Tolerance for working on multiple projects simultaneously.
Solid relationship building.
Adaptability to competing demands.
Exceptional customer service.
Excellent verbal and written communication.
Sensitivity to needs of others.
Problem-solving skills.
Exceptional attention to detail, accuracy and strong organizational skills.
High level of computer literacy, including the ability to generate high quality documents and accurately use databases and Microsoft Office.
Emotional maturity.
Ability to maintain matters in confidence.
Personal belief in Riley Children’s Foundation vision, mission, core values and strategic direction.
Results oriented.
Ability to work independently under pressure and effectively prioritize a varied and diverse workload.
Creative and resourceful.
Inquisitive and sharp minded coupled with demonstrated aptitude for strategic donor or customer experience strategy.
Self-motivating and self-starting.
Perseverance.
Optimistic and positive.
Highly resourceful team player.
Must adhere to the highest ethical standards.
Professional demeanor.

Responsibilities

Manage and maintain executive schedules (President & CEO and Chief Community Impact & Operations Officer) by planning and scheduling meetings and ensuring calendars are followed and respected.
Serve as a “gatekeeper,” protecting the executive’s time and triaging requests to other organizational leaders/team members when appropriate.
Coordinate closely with the Executive Assistant supporting the Chief Development Officer and Chief People & Technology Officer and provide backup support to the other executives as needed.
Provide light calendar support for the Finance and Marking and Communications teams for all-team meetings and other meetings involving multiple team members or external partners as requested, including room booking and catering support (if needed).
Ensure all meeting requests include a clear agenda, defined objectives, expected decision points, and required attendees before scheduling.
Support meetings with agenda development and distribution, document preparation, note taking and follow-up as requested.
Gather requested information on deadline utilizing internal systems and other sources as needed.
Anticipate requests whenever possible.
Input and update board and donor activity and contacts in the Foundation’s CRM in a timely and accurate manner.
Pull and prepare reports as needed.
Be proficient in the Salesforce CRM and other Foundation systems and help prepare information for presentation as requested.
Provide organizational support for donors in the President & CEO’s portfolio to ensure timely communication and follow up.
Prepare memos, emails, letters, packets, and mailings as requested.
Provide administrative support for expense reporting for the President & CEO and CCIOO.
Answer and manage incoming calls and emails.
Respond to telephone calls, information requests and customer service within 24 hours.
Schedule travel/transportation as needed.
Maintain accurate, up-to-date and effective electronic files, ensure the executives and appropriate teams have needed office supplies, receive and interact with visitors as requested.
Continuously think of ways to increase efficiency and effectiveness of work.
Identify “systems” that work for people you support.
Provide primary administrative and clerical support for the Board.
Serve as a notary public for the Foundation.
Create the annual Board and Committee operational Calendar.
Schedule meetings and logistical arrangements for Board and Committee meetings.
Prepare and distribute meeting materials one week prior to Board and Committee meetings.
Take meeting minutes and ensure the appropriate follow-up as needed.
Maintain minutes as required by law.
Ensure that the Board follows governance and documented best practices.
Ensure Board member completion of governance documents and annual Conflict of Interest policies.
Update Board resources as needed.
Monitor Board service and term limit schedules.
Coordinate Board orientation and education.
Track Board metrics related to meeting attendance, philanthropic gifts, and other engagement.
Implement Board recognition program.
Keep Board members up to date on Riley Children’s Foundation business.
Partner with the Director, Executive Engagement to develop, manage and monitor the board budget, staying within overall budget guidelines.
Maintain accountability to administrative systems and procedures including submitting expenses, credit card reconciliations, invoices, reports, RCF calendar additions, etc. by assigned deadlines.
Prepare for and actively participate in all Riley Children’s Foundation meetings as appropriate.
Work with your officer/direct manager to develop, manage and monitor the budget, staying withing overall budget guidelines.
Understand and effectively use all pertinent technologies available to you through Riley Children’s Foundation.
Ensure strict compliance with all Foundation policies, as well as local, state and federal laws that govern business practices.
Participate in Riley Children’s Foundation events as requested.
Other duties as assigned.