Executive Assistant - Foundation in Schenectady , New York at Ellis Medicine

Are you a highly organized team player who thrives in a dynamic environment? Do you believe that Collaboration, Communication and Compassion are the foundations of effective teams? Would you love to join an organization committed to meet the the needs of the community with excellence? If this sounds like you, we would love to speak with you about an exciting opportunity as the Executive Assistant to the VP/Executive Director of the Foundation.

WHAT DOES ELLIS MEDICINE OFFER?

Ellis Medicine has GENEROUS and FLEXIBLE benefit offerings that start DAY ONE!!

• Comprehensive and affordable Health, Dental and Vision insurance
• Generous paid time off to support a work-life balance, including 6 paid holidays
• Tuition reimbursement and professional development opportunities
• Retirement plan in the form of a 401(3b) with company match after longevity
• Flexible Spending Account and Dependent Care Account-allowing you to set aside pretax dollars to better care for your health and the health of your loved ones
• Employee Assistance Program
• Employer paid Life Insurance

WHAT WILL YOU DO AS AN EXECUTIVE ASSISTANT?

The Executive Assistant (EA) supports the Foundation VP/Executive Director, the Foundation’s Board of Trustees and the Foundation Office. As the first point of contact for the Foundation, the EA presents a positive impression in person, on the telephone and through e-communication to all constituencies. The EA works in concert with the VP/Executive Director to manage and coordinate Board and committee meetings, prepare agendas and minutes, and respond to other needs of the Board/Trustees. As a member of the Foundation team, the EA has daily responsibilities to assure that gifts are deposited and acknowledged according to the Foundation’s policies, and collects, monitors, analyzes and disseminates information to the team as needed. The EA may lead department initiatives and work collaboratively by supporting various projects and reporting requirements.

• Schedules Board and committee meetings, prepares agendas, records and transcribes meeting minutes in the format used by Ellis. Timely distribution of meeting materials to the appropriate individuals.
• Manages the office, anticipates and provides administrative support to the Foundation staff, trustees, staff and campaign counsel.
• Provides exceptional stewardship to valued friends and donors, including acknowledging birthdays and other special occasions as requested.
• Daily, processes and deposits donor contributions and processes acknowledgment letters.
• Assists with research of prospective trustees.
• Assists in project planning and execution.
• Prioritizes workload and performs tasks quickly and accurately.
• Works independently and assures deadlines are met.
• Adheres to Hospital policies and procedures related to mandatory education and annual health assessment

WHAT DO YOU NEED TO BE AN EXECUTIVE ASSISTANT?

EDUCATION AND EXPERIENCE REQUIREMENT(S):

• College education with an Associate or Bachelor's degree is preferred but will consider relevant experience.
• Previous administrative and secretarial experience for senior management for at least five (5) years is required.
• High ethical standards, including confidentiality and the ability to handle a high volume of work with minimal supervision, are essential.
• Must possess cordial interpersonal skills and exhibit flexibility within the scope of the position.
• The ability to work with all people of the hospital, including the Board of Trustees, medical staff, hospital administration and all management staff of the organization.
• Advanced Microsoft Office skills.
• Strong organizational, project management and problem-solving skills.
• Ability to multi-task projects.
• Exceptional interpersonal skills and customer service-oriented, friendly and professional demeanor.
• Excellent communication skills.

PHYSICAL REQUIREMENTS:

• Should be able to push/pull, lift/move 15 lb., be able to perform moderately difficult manual manipulations such as using a keyboard, writing, and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers. Mobility requirements may include the ability to be stationary at a workstation for a prolonged period of time, in addition to being able to squat or be mobile for a reasonable length of time and distance. Communication requirements include the ability to comprehend the spoken English language, in addition to being able to communicate and read the English language.

Skills Requirement:

• Cool under pressure. Doesn’t sweat the small stuff, or the big stuff, especially when it counts.
• Personable. Combines knowledge and skill with a warm, approachable demeanor. Know how to work with others and is always full of energy and passion for the work. Great at getting to know people behind the scenes and having contact to prove it.
• Flexible. Comfortable with multiple evolving priorities, thrive in ambiguity, and are open to and share new ideas when opportunities present themselves.
• Problem-solver. Use all the tools at their disposal to identify creative solutions and are skillful at managing change.
• Effective multi-tasker with a professional demeanor. Knows know how to prioritize and can switch gears seamlessly without getting your feathers ruffled (or ruffling anyone else’s).
• Self-driven. The ability to work both independently and collaboratively.
• Respectful of others' time, opinions, and confidentiality.
• Communicator. Written and verbal knowledge of English grammar, spelling, punctuation and sentence structure/formats with the ability to compose professional materials/presentations independently with little (or no) reliance on AI.
• Tech-savvy is a plus.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex/gender, age, national origin, disability, genetic information, predisposition or carrier status, military or veteran status, prior arrest, or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, or domestic violence victim status.

Salary Range: $25.72-$38.57/hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.