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Administrative Assistant II, Elmhurst Hospital Foundation

Administrative Assistant II, Elmhurst Hospital Foundation

WestwingElmhurst, IL, US
13 days ago
Job type
  • Full-time
  • Part-time
Job description

Administrative Assistant II, Elmhurst Hospital Foundation

Reporting to the Executive Director of the Elmhurst Hospital Foundation, part of Endeavor Health, the Administrative Assistant II will provide sophisticated administrative and project support to advance the goals of the Elmhurst Hospital Foundation through operational efficiency and fundraising growth.

Position Highlights

  • Position : Administrative Assistant II
  • Location : Elmhurst Hospital (Elmhurst, IL)
  • Full Time / Part Time : Full Time
  • Hours : Monday-Friday, 8 : 00am-4 : 30pm
  • Required Travel : local travel may be required

What You Will Do

  • Schedule and provide planning and execution support prior to, during, and after events, educational receptions, and virtual meetings, ensuring logistics are seamless (to include room set up, AV, catering, staffing registration, tracking and reconciling event attendance, invoicing).
  • Assist in the preparation and distribution of meeting materials, including drafting agendas and meeting minutes.
  • Act as liaison with volunteer leadership, serving as a highly visible and interactive representative of the Foundation to include the Foundation Board of Trustees, Foundation Ambassadors, Associate Board, Physician Champions, etc. as well as donors, event attendees, and committee members.
  • Provide administrative support to the Executive Director, coordinating schedules, calendars, meeting space, and agenda preparation.
  • Handle verbal and written communication professionally and courteously, including inquiries and requests from Board Members, corporate leaders, system management, donors, volunteers and vendors and general Foundation emails.
  • Compose reports, memos, letters, spreadsheets, presentations and correspondence with accuracy.
  • Establish and maintain highly confidential files, records and projects with tact and discretion.
  • Manage expenses, invoices, and other transactions for the Foundation team, including ensuring payments are processed on time through Workday.
  • Conduct accurate and timely monthly reconciliation of expenses to align with monthly reporting requirements and budget cycle preparations.
  • Processes all mail and scans backup gift documentation and checks to prepare for gift entry processing by the Development Operations Team.
  • Perform donor / prospect-related data entry and hygiene in collaboration with Dev Ops colleagues to ensure timely and accurate reporting and pacing toward KPIs.
  • Serve as primary point of contact for Foundation phone line and general email accounts.
  • Assists with special projects and other duties, including coordinating all aspects of Scholarship Programs, managing third-party event partners and outside donations, etc.

    • What You Will Need

  • Education : Associates Degree required; Bachelor's Degree preferred
  • Certification : n / a
  • Experience : 5 years of previous experience in an administrative support role. Previous administrative experience in a non-profit / charitable organization is a plus.
  • Unique or Preferred Skills :
  • Thorough experience with current Microsoft Office software including Outlook, Word, Excel, and PowerPoint.
  • Excellent verbal and written communication skills.
  • Advanced time management and organizational skills, with keen attention to detail.
  • Proactive and adaptable mindset.
  • Strong judgement, problem solving and discretion to work with confidential information.
  • Team player and ability to function well in a high paced environment, acting with professionalism, courtesy and tact when engaging with internal and external audiences.
  • Ability to demonstrate compassion and empathy in a sensitive environment.
  • Salesforce experience preferred, or other experience with CRMs.
  • Workday experience preferred.

    • Benefits (For Full Time or Part Time Positions) :

  • Career Pathways to Promote Professional Growth and Development
  • Various Medical, Dental, Pet and Vision options
  • Tuition Reimbursement
  • Free Parking
  • Wellness Program Savings Plan
  • Health Savings Account Options
  • Retirement Options with Company Match
  • Paid Time Off and Holiday Pay
  • Community Involvement Opportunities

    • Endeavor Health is a fully integrated healthcare delivery system committed to providing access to quality, vibrant, community-connected care, serving an area of more than 4.2 million residents across six northeast Illinois counties. Our more than 25,000 team members and more than 6,000 physicians aim to deliver transformative patient experiences and expert care close to home across more than 300 ambulatory locations and eight acute care hospitals Edward (Naperville), Elmhurst, Evanston, Glenbrook (Glenview), Highland Park, Northwest Community (Arlington Heights) Skokie and Swedish (Chicago) all recognized as Magnet hospitals for nursing excellence.

    When you work for Endeavor Health, you will be part of an organization that encourages its employees to achieve career goals and maximize their professional potential.

    Diversity, equity and inclusion is at the core of who we are; being there for our patients and each other with compassion, respect and empathy. We believe that our strength resides in our differences and in connecting our best to provide community-connected healthcare for all.

    EOE : Race / Color / Sex / Sexual Orientation / Gender Identity / Religion / National Origin / Disability / Vets, VEVRRA Federal Contractor.

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    Administrative Assistant Ii • Elmhurst, IL, US

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