Executive Assistant - Montage Health Foundation

Montage Health•Monterey, CA

11d

About The Position

Under the leadership of the director, the Executive Assistant provides high-level administrative, operational, and project support to the President of the Montage Health Foundation/Vice President of External Affairs. This role supports executive leadership across a broad portfolio that includes the Foundation, Community Health & Wellness, Enterprise Events & First Aid Services, Community Grantmaking, and Government Affairs. Serving as a trusted partner and primary point of contact for internal and external stakeholders, the Executive Assistant manages complex calendars, communications, meetings, and executive workflows with professionalism, discretion, and sound judgment. The role requires strong writing skills, the ability to anticipate needs, and a clear understanding of the division’s strategic priorities. The Executive Assistant prepares Board and committee materials, attends meetings, records minutes, supports presentations, assists with special events, and maintains operational systems that enable the executive’s work across multiple departments.

Requirements

Minimum of five years of executive-level administrative experience supporting C-suite or senior leadership.
Strong understanding of board governance practices, meeting structures, and materials.
Experience with financial processing and record-keeping.
Advanced proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and standard office equipment.
Proven ability to manage multiple priorities, meet deadlines, and adapt to shifting needs.
Strong written and verbal communication skills, including editing and document preparation.
High level of discretion in handling confidential information.
Strong organizational skills, attention to detail, and anticipatory work style.

Nice To Haves

Organized, dependable, and proactive.
Excellent writing, editing, and communication skills.
Strong attention to detail and commitment to accuracy.
Comfortable managing multiple tasks in fast-paced environments.
Positive, solutions-oriented mindset with strong problem-solving abilities.
Able to work independently or collaboratively with cross-functional teams.
Anticipatory, strong organizational skills and detailed-oriented.

Responsibilities

Serve as the executive’s liaison, ensuring clear, timely, and professional communication with Montage Health leadership, multi‑department staff, Board members, donors, and external partners.
Maintain a strong working understanding of strategic and operational plans for the Foundation, Community Health & Wellness, Enterprise Events, External Grantmaking, and Government Affairs.
Manage complex calendars, meeting schedules, travel arrangements, and executive logistics.
Prepare, edit, and format executive‑level correspondence, reports, briefings, and presentation materials.
Draft, edit, and proofread documents including Board packets, donor communications, and operational updates.
Maintain confidential files, correspondence, and records with a high degree of discretion.
Reconcile monthly credit card charges and maintain accurate digital receipt records.
Process, code, and submit invoices, demand checks, and new vendor requests.
Coordinate Board member, donor, and staff recognition gifts.
Oversee all meeting preparation, including agendas, materials, room logistics, technology needs, and minutes.
Manage all logistics for Board of Trustees and committee meetings, including scheduling, room coordination, technology support, and on‑site facilitation.
Maintain compliance calendars for Board and committee meetings, governance deadlines, and required documentation.
Prepare comprehensive meeting materials, including agendas, reports, briefing documents, and packet assembly; ensure timely distribution to Board members and executive leadership.
Track deliverables, deadlines, and follow‑up items resulting from Board and committee meetings; ensure action items are completed and communicated.
Record, prepare, and distribute accurate minutes for Board and committee meetings.
Maintain Board records, rosters, calendars, and governance files, ensuring documents are current, organized, and accessible.
Serve as the primary administrative contact for Board members, providing timely responses and coordinating requests, communication, and meeting support.
Coordinate cross‑departmental projects involving the Foundation, Community Health & Wellness, Enterprise Events, External Grantmaking, and Government Affairs.
Support executive‑level initiatives, special projects, and strategic priorities as assigned.
Assist with Foundation events, donor engagements, and community activities.
Support administrative staff, file management, and workflow improvements.
Identify workflow or communication gaps and recommend process improvements to enhance efficiency and alignment.