Executive Assistant to the Executive Director

Overview

Executive Assistant to the Executive Director Jobs in Junction City, KS at Geary Community Healthcare Foundation

Geary Community Healthcare Foundation Job Description

Executive Assistant to the Executive Director

Salary/Wages: Commensurate with experience (Salary range $34,000-$40,000 annually) Accruing PTO and Benefits included.
Hours (full time): Monday-Friday, 8am-5pm (40hrs per week)

Summary:

The Executive Assistant ensures the healthcare foundation office operates daily emphasizing customer service and focusing on the mission of the foundation. Works independently while Executive Director focuses on community relations, fundraising, and financials. Focusing on donor software, invoicing, spreadsheets, and record keeping ensuring accurate audits. Works closely with the Executive Director assisting with events and updating/recording donor information.

Essential Functions:

Office Work, Events, and Planning:

· Responsible for daily office operations including answering the phones in a professional and informational manner. Opens and closes the office when needed in the absence of the Director. Greets customers/donors in a positive manner and shares knowledge of the foundation when appropriate.

· Maintain a clean, organized, welcoming, and professional office environment, including routine office upkeep, light cleaning of office spaces and restroom, watering plants, stocking supplies, organizing common areas, and assisting with general day-to-day facility needs to ensure the office remains presentable for donors, visitors, board members, and community partners.

· Organize, inventory, and maintain Foundation event materials, supplies, and equipment. Ensure items are stored in designated locations in a clean, organized, and timely manner to support efficient event planning, preparation, and operations.

· Maintains the Executive Director’s calendar, schedules appointments with donors.

· Completes errands for the foundation including but not limited to: picking up the mail at post office; routinely mailing letters, bills, and packages. Picking up supplies in preparation for events. Picking up meals for board meetings.

· Assume full responsibility for the Foundation’s donor database, including donor record management, gift entry, event attendance, donation tracking, reporting, data accuracy, acknowledgements, and compliance with audit and recordkeeping requirements.

· Creates, maintains, and updates foundation brochures and event posters; updates and shares information as required.

· Assist the Executive Director in maintaining event sponsorship spreadsheets, including sponsor contact information, sponsorship levels, payment status, and recognition details. Ensure records are accurate and updated in a timely manner.

· Creating Power Point presentations for foundation events for the Executive Director.

· Managing and updating website, creating graphic and text content.

· Maintain and update creative and professional social media and marketing.

· Assist with the planning, coordination, preparation, setup, execution, and teardown of Foundation events. Participation in Foundation fundraising and community events is a required job responsibility and may require evening and weekend hours during approximately two to three major events annually. Flexible scheduling and compensatory time off will be provided.

· Other duties as assigned.

Competencies and Required Skills:

· Must be able to receive and follow direction from the Executive Director, carrying out assignments and established processes as instructed. Ability to adhere to provide guidance and procedures is essential to ensure consistency, accuracy, and alignment with Foundation operations.

· Must maintain confidentiality with donor and community member information by exercising sound judgment when handling sensitive information.

· Effective Communication: Written & Oral.

· Maintains a professional appearance, demeanor, and always conduct while representing the Foundation. Demonstrates sound judgment and professionalism when interacting with donors, sponsors, board members, volunteers, community partners, and the public.

· Displays outstanding judgment and maturity; works well with multi-tasking and deadlines

· Strong attention to detail and commitment to accuracy in data entry, recordkeeping and reporting.

· Self-starter, willing to self-teach software and new programs.

· Ability to take instructions and work independently and efficiently.

· Ability to adapt to changing priorities and support multiple projects simultaneously.

· Familiarity with updating websites, creating graphic and text content.

· Creating brochures, flyers, and marketing materials for events.

· Efficient in excel spreadsheets.

· Familiarity with graphics programs (Canva).

Education and Experience:

· High School diploma required; Associate degree or technical education certificate preferred.

· Minimum of five (5) years’ experience providing administrative, operational, or executive support in a professional work environment required.

· Experience in all Microsoft applications required.

Physical requirements:

· Ability to perform physical tasks associated with Foundation events, including lifting and carrying up to 50 pounds, loading and unloading supplies, moving equipment, setting up displays, and transporting materials between locations.

· Frequent prolonged sitting at a computer desk

· Frequent walking/standing (at events)

Pre-Employment requirements:

· Valid driver’s license and reliable transportation required for errands, meetings, and Foundation events.

· Ability to pass a background check.

· Ability to successfully complete and pass a pre-employment drug screening required.

· Final candidates may be invited to participate in a paid working interview lasting approximately five (5) to ten (10) business days. During this assessment period, candidates will perform job-related duties and be evaluated on professionalism, organizational skills, ability to follow direction, communication, work quality, and overall fit with the Foundation’s operations and Executive Director.

Supervisor: Executive Director

Disclosure: Geary Community Healthcare Foundation is an Equal Opportunity Employer. The organization does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or provision of services.

Acknowledgment:

This job description is intended to describe the nature and level of work being performed by people assigned to this position. It is not to be construed as an exhaustive list of all responsibilities and duties required of the job incumbents. Management retains the right to modify the duties at any time. I have reviewed this job description and understand the requirements of the job.

Pay: $34,000.00 – $40,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Title: Executive Assistant to the Executive Director

Company: Geary Community Healthcare Foundation

Location: Junction City, KS