Executive Assistant to VP | Foundation

CentraCare•Saint Cloud, MN

5h•$23 - $35•Onsite

About The Position

Find your purpose as the Executive Assistant to the VP of CentraCare Foundation! The Executive Assistant provides high level administrative and operational support to the CentraCare Foundation Vice President, Director of Foundations Operations, and the CentraCare Foundation Board of Directors and committees. This role is essential in supporting philanthropic initiatives that strengthen patient care, community health, medical programs, staff development, and capital campaigns. The Executive Assistant ensures smooth operations, manages critical communications, and helps the CentraCare Foundation advance its mission to improve health outcomes for the communities it serves. Schedule: Full-time 80 hours every 2 weeks Mon-Fri Days Onsite at our South Point location in St. Cloud Pay and Benefits: Starting pay begins at $23.29 per hour; exact wage determined by years of related experience Pay range: $23.29 - $34.94 per hour Tuition reimbursement and college grant programs available Full-time benefits [https://jobs.centracare.com/us/en/benefits]: medical, dental, PTO, retirement, employee discounts and more!

Requirements

High School Diploma or GED.
3–5 years of administrative support experience; experience supporting executive or VP level leaders strongly preferred.
Advanced organizational, planning, and prioritization skills.
Strong written, verbal, and interpersonal communication abilities.
High attention to detail and accuracy.
Ability to manage confidential donor, patient, and executive information with absolute discretion.
Proficiency with Microsoft 365 Suite; experience with CRM or fundraising databases preferred.
Ability to multitask, remain flexible, and support multiple leaders effectively.
Professional demeanor with a mission driven mindset and strong customer service orientation.

Nice To Haves

Background in healthcare, philanthropy, nonprofit management, or fundraising environments preferred.
Experience with CRM or fundraising databases preferred.

Responsibilities

VP Support
Provide direct administrative support to the VP, including complex calendar management, meeting prioritization, and task coordination.
Anticipate the VP’s needs, ensuring timely preparation of briefings, presentations, speaking notes, and follow up materials.
Manage confidential communications on behalf of the VP with donors, board members, clinicians, hospital leaders, and community partners.
Coordinate VP travel arrangements, reimbursements, and logistics for conferences, leadership meetings, and donor engagements.
Support the VP’s role in strategic initiatives by tracking deadlines, preparing summaries, and maintaining documentation of key decisions.
Prepare agendas, briefing documents, meeting minutes, and follow up action plans.
Department Support
Coordinate meetings, schedules, and workflows for Foundation staff, board and board committees, and hospital leadership partners.
Support logistics for Foundation events, donor meetings, stewardship activities, hospital tours, and community engagement events.
Process expense reports, invoices, contracts, and vendor documentation while maintaining accuracy and compliance.
Works with CentraCare payroll serving as the Foundation’s primary timekeeping system auditor, coordinates facility items including maintenance issues, and equipment/furniture/workstation and moves for staff.
Fundraising, Donor, & Stewardship Support
Assist with donor stewardship activities, including preparing acknowledgment letters, donor packets, and impact reports.
Help coordinate donor meetings, site visits, and recognition activities in collaboration with fundraising staff.
Maintain data accuracy in donor records, logs, and CRM systems.
Serve as a professional point of contact for donors, prospects, volunteers, vendors, and hospital partners.
In coordination with the CentraCare Foundation Events Manager, responsible for the overall leadership of the annual Central Region Holly Ball Silent Auction which includes meeting the budgeted Silent Auction fundraising goal.
Grantmaking & Program Coordination (Scholarships, etc.)
Track program and grant funding cycles, reporting deadlines, and project milestones.
Maintain accurate documentation for grant proposals, approvals, reporting, and compliance requirements.
Support outcome reporting, program data collection, and partnership coordination with hospital program leaders.
Foundation Board Support
Coordinate board and committee meeting logistics for the VP and executive leaders.
Maintains Board member Terms and Roster
Prepare board packets, presentations, minutes, and follow up communications in a timely manner.
Maintain confidential board records, directories, and communication lists.
Assist with onboarding and engagement of board and committee members.
Coordinates annual Board member recruitment.
Communications & Relationship Management
Serve as a primary point of contact for the VP and Foundation leadership, managing communications with CentraCare leadership, hospital staff, donors, community organizations, and vendors.
Draft polished correspondence, internal announcements, talking points, and external communications.
Collaborate with marketing/communications teams to support campaigns, newsletters, and event materials as needed.
Operations & Administration
Maintain organized files, databases, and documentation supporting fundraising, grants, and Foundation operations.
Support compliance related to donor confidentiality, hospital privacy standards, and regulatory requirements.
Monitor departmental inboxes and communication channels, ensuring timely follow up.
Support budget tracking, procurement, purchasing, and resource planning needs.