Executive Assistant

The Executive Assistant at Children's Hospital Colorado Foundation (Foundation) will be responsible for providing administrative support to the Strategic Philanthropy division including providing executive-level administrative support for the Chief Strategic Philanthropy Officer, and three VPs of Strategic Philanthropy. This position will understand and successfully navigate complex assignments in relation to calendaring, meetings, travel, correspondence, data entry and proactively plan and prepare all necessary documents and materials in alignment with Strategic Philanthropy goals. This position will serve as the centralized resource in scheduling meetings and managing agendas and minutes for meetings between the Foundation and Children's Hospital Colorado leaders/experts and Patient Ambassadors. This person will be highly organized, mission-driven, and collaborative with the ability to work with diverse leadership styles both internal and external facing on a daily-basis. Executive Assistant roles in the Foundation will have a direct accountability and exhibit a high level of integrity for discretion and confidentiality. This position may need to travel off-site and have in-person requirements for meeting coordination and support as scheduled. This role reports directly to the Chief Strategic Philanthropy Officer.

Additional Information
Department Name: CHCHS Foundation
Job Status: Full time, 40 hours per week.
Shift: Day Mon - Fri, 8 hours per shift, required 50% or more in-person/in-office

Provides high-level administrative support to the Chief Strategic Philanthropy Officer (CSPO), 3 Vice Presidents of Strategic Philanthropy and Strategic Philanthropy Division.
*Provides high-level administrative support to the Chief Strategic Philanthropy Officer (CSPO), 3 Vice Presidents of Strategic Philanthropy and Strategic Philanthropy Division.
*Lead all internal complex scheduling needs with key stakeholders, including c-suite leaders, physicians, other internal and external individuals, volunteers, and diverse local and national leaders
*Prepares for meetings including agendas, materials, power point presentations, which includes hosting via Zoom (if virtual) and preparing physical conference space or rooms with necessary guest arrangements (if in person)
*Coordinate travel and submit expense reporting for assigned leaders in full alignment with Foundation Finance and Accounting process and requirements
*Processes reimbursement, invoices, mileage and payment requests for assigned leaders and additional team members as assigned on time
*Participate in Strategic Philanthropy and Principal Giving monthly meetings and provide administrative support to track minutes, next-steps, etc.
*Provide in-person administrative support for internal and external meetings as necessary, including
*Partner with CSPO on monthly build-out of Philanthropic Clearing agendas
*Potential cross-coverage and support for Executive Office and other administrative roles
*Manage Executive Office (at the hospital) outreach in partnership with President and CEO's Executive Assistant (EA) - coordinating activity and requests relations to hospital senior leadership, in collaboration with Foundation Strategy colleague(s)

Serve as the Centralized Scheduler between the Foundation and Children's Hospital Colorado.
*Partner with Manager, Strategy Philanthropy - Hospital Partnerships & Principal Giving on centralized scheduling process ensuring proper prioritization for key meetings/conversations and engagement of appropriate hospital partners
*Lead all scheduling needs between Foundation colleagues and hospital leaders/experts - including but not limited to, ongoing meetings, internal meetings, philanthropic alignment meetings, donor meetings, donor tours, etc.
*Collaborate with portfolio managers and their administrative partners, as well as Coordinator, Donor & Volunteer Engagement on donor opportunities involving hospital partners
*As appropriate, schedule prep meetings with hospital partners and hospital partnerships members and prospect managers
*Work with Foundation colleagues to ensure donor briefings have been created and shared with hospital partners for all donor meetings and tours
*Manage Hospital Tour Calendars - Anschutz, Colorado Springs, North, South, and ensure compliance with expectations for hospital tour groups
*Manage Travel Calendar in partnership with CDO's Executive Assistant and track hospital partner travel
*Work with hospital leaders' administrative partners on their regional and national travel and if the Foundation may be able to leverage a donor visit. Support the execution of these donor visits in partnership with portfolio managers
*Support management of the Foundation Exec Office calendar on behalf of Strategic Philanthropy
*Serve as throughline connecting upcoming Foundation and hospital donor meetings, opportunities, etc. and ensuring proper line of sight for Hospital Partnerships colleagues and upcoming alignment meeting connection

Principal Gifts, Family Giving and Hospital Partnerships Support
*Schedule meetings, events, reserving space and arranging catering as needed; create and distribute agendas, materials, and meeting minutes
*Coordinate and proactively share and pull data/reports for Principal Gift leaders and in support of quarterly Principal Gift meetings and reports
*Provide administrative support including maintaining and tracking $1M+ opportunities in partnership with Principal Gifts group and appropriate revenue leaders
*Track pledges and revenue, pull and provide reports on progress to goals
*Provide as needed assistance in tracking moves and information in CRM
*Administratively support the PAL Task Force for $5 million-dollar gifts including tracking, recording details and activity in CRM
*Provide support for Physician Champions program including scheduling annual meetings with section leaders and off-site dinner

Donor Relations and Volunteer Engagement Support
*Provide support for hospital provider scheduling for Children's 101 events in partnership with Donor Relations and Hospital Partnership colleagues.

*Marketing Support
Provide support for Patient Ambassador scheduling including scheduling family speakers and attendees for various Foundation events and opportunities throughout the year

*Coordinate Special Projects
*Facilitates a wide variety of projects as requested by assigned leaders.
*Represent Strategic Philanthropy on the Foundation's Administrative Working Group.
*Power point development in support of a variety of presentations and audiences

MINIMUM QUALIFICATIONS

Education: An undergraduate (BA/BS) degree or four years of additional direct work experience (plus a minimum of at least three years in similar role is required) for a total of seven-year's work experience to replace degree preference.

Experience: At least five years related experience as an executive assistant or high-functioning administrative professional with progressively increasing responsibilities working with top senior leaders in a complex organization.
The Executive Assistant will have the skills and abilities to apply:
*Excellent interpersonal and written/oral communication skills, with demonstrated ability to interact with a broad range of donors positively and pleasantly, and professional colleagues, board members, high level business professionals, hospital caregivers and physicians and hospital executives.
*A highly organized and accurate way to meet multiple deadlines on a timely basis
*An ability to prioritize, manage multiple tasks and delegate
*An approach and comfort to problem-solving independently as well as in partnership with senior leaders, peers, and foundation teammates.
*A high level of confidentiality and discernment with sensitive topics
*Exemplary computer skills including Microsoft Office (Outlook, Excel, Power Point, and Word) and database management (like Blackbaud CRM)
*High level of technical ability and applied skillset to see assignments to completion
*Experience with Zoom is desirable and/or other virtual meeting platforms
*Ability to work independently and be willing to take responsibility for autonomous actions
*Data entry with a focus on accuracy and detailed quality
*Excellent spoken and written grammar
*Ability to compose, format, and edit correspondence and reports
*A positive team player attitude who is willing to go beyond daily duties to help the Foundation achieve overreaching goals.

PREFERRED QUALIFICATIONS:
*Notary Certification helpful, but not required
*Experience working in a non-profit fundraising executive office

Equivalency: A relevant Associate or higher degree may substitute for the required experience on a year-for-year basis.

CORE COMPETENCIES - Executive Assistant Job Family Standard:
1.Attention to Detail - An ability to efficiently achieve accuracy when accomplishing duties, no matter how small or large; able to identify errors.
2.Organizational Skills - The ability to use mental capacity, physical space, and energy effectively to reach the designed outcome; achieve maximum productivity, prioritize projects, and stay on track.
3.Interpersonal and Collaborative Behavior - An ability to interact across a diverse population of internal and external people including team members, donors, hospital care teams, physicians, and executives: willingness to accept and incorporate feedback from multiple stakeholders.
4.Communication Proficiency - Conveying verbal and written information in articulated ways that are clear and concise; connecting information to and with individuals or groups in an engaging manner: using active listening to learn and share ideas
5.Professionalism - Represent the Foundation and Chief Development office as a qualified, confident, and respectful front-facing team member.
6.Flexibility - Showing the willingness and ability to adapt to any situation; ready to modify, respond to and integrate change with minimal difficulty.
7.Time Management - Effectively plan and prioritize tasks according to importance; keeps and maintains task lists, calendars, and develops a contingency plan to respond to unplanned situations.
8.Teamwork - Demonstrates the ability to work well with others; collaborative communications, connected goals, willingness to consider new or different ideas; share ownership for collective work and outcomes.
Candidates will successfully represent our Foundation Core Values: Accountability, Donors-First, Expertise, Integrity, Leadership, and Mission-Driven.

Salary Information
Pay is dependent on applicant's relevant experience.

Hourly Range: $32.93 to $46.25

Benefits Information
Here, you matter. As a Children's Hospital Colorado team member, you will receive a competitive pay and benefits package designed to take care of your needs that includes base pay, incentives, paid time off, medical/dental/vision insurance, company provided life and disability insurance, paid parental leave, 403b employer match (retirement savings), a robust wellness program, and access to professional development tools, including an education benefit to help you advance your career.

As part of our Total Rewards package, Children's Colorado offers an annual employee bonus program that rewards eligible team members based on organizational performance. If organizational goals are met for the year, the bonus is paid out the following April.

Children's Colorado delivers annual base pay increases to eligible team members based on their performance over the previous year.

EEO Statement
It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. Be aware that none of the questions are intended to imply illegal preferences or discrimination based on non-job-related information. The position is expected to stay open until the posted close date. Please submit your application as soon as possible as the posting is subject to close at any time once a sufficient pool of qualified applicants is obtained.

Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of attendance at or graduation from an educational institution. You will not be penalized for redacting or removing this information.