Executive Coordinator

CommonSpirit Health•Santa Cruz, CA

15h

About The Position

The Executive Coordinator provides comprehensive administrative and operational support to executive leadership, partnering collaboratively with hospital leadership and the administration team. The role supports the seamless execution of daily operations and strategic work by managing complex calendars, coordinating meetings and events, preparing presentations, handling sensitive communications, facilitating information flow, tracking projects, and organizing travel and expenses. The Executive Coordinator oversees accuracy and completeness of the DREAM fundraising database and serves as the primary contact for shared services and the philanthropy IT team. The position also supports gift entry and database queries, manages gift acknowledgements, and coordinates Board, executive, and committee activities. Additional duties include maintaining office supplies and spaces and performing general bookkeeping, invoice and pledge-invoice processing, account reconciliations, expense tracking and reporting, coordination of hospital requests and transfers, and daily deposits.

Requirements

High school graduate in General Studies.
Three years of experience supporting an executive team; comparable experience may be considered.
Exceptional organizational skills and meticulous attention to detail.
Strong communication skills.
Advanced software proficiency.
Ability to manage multiple priorities proactively and exercise discretion.

Nice To Haves

Bachelor's degree.
More than five years of experience supporting an executive team.

Responsibilities

Manage complex executive calendars and coordinate meetings and events.
Prepare presentations and handle sensitive communications.
Facilitate information flow, assist with project tracking, and organize travel and expenses.
Partner with hospital leadership and the administration team.
Oversee the accuracy and completeness of the DREAM fundraising database and serve as the main contact for shared services and the philanthropy IT team.
Request tickets to resolve database issues and questions.
Perform gift entry and provide query support in collaboration with the shared resources team.
Handle gift acknowledgements, draft thank-you letters, ensure timely delivery to donors, and upload acknowledgements to the database.
Coordinate Board, executive, and committee meetings, including meeting minutes, scheduling, and general support.
Order, organize, and maintain office supplies and spaces.
Perform general bookkeeping, including submitting and paying invoices, pledge invoicing, monthly account reconciliations, coordinating hospital requests and transfers, expense tracking and reporting, and daily deposits.