Methodist Health System is hiring: Executive Assistant to Foundation President -

Hours of Work :
8 to 5
Days Of Week :
M-F
Work Shift :
8X5 Day (United States of America)
Job Description :

Job Summary

• Directly help, plan, organize, and execute the Foundation's committee and Board meetings
• Strategic thinker to manage competing priorities
• Resourceful problem solver, possessing initiative, sound judgement, and discretion
• Skills, demeanor, and judgement to appropriately interact, on behalf of the Foundation President, directly with Foundation Board members and major donors to the Foundation
• Capacity to support the periodic needs of the Foundation's senior leadership team
• Competently provides advanced level of office technology trouble-shooting and problem solving
• Ability to balance changing priorities, frequent interruptions, and time-sensitive deadlines.
• Provides strategic assistance and executive-level secretarial support to the President of the Methodist Health System Foundation. Requires use of an intermediate to advanced level of office automation tools to include Microsoft Word, Excel, PowerPoint, and other software applications.
• Supports the mission, vision, values, and strategic goals of Methodist Health System.

Education

• College Degree preferred or Equivalent Experience

Work Experience and Other Skills

• Minimum of five years secretarial experience working with and reporting to upper level management.
• Intermediate to advanced level of proficiency in computer skills using Microsoft Office.
• Good knowledge of accounting terminology, business English, spelling, punctuation, and mathematics.
• Able to professionally and effectively communicate (orally and in writing) with all levels.

Roles/Duties

• Serves as liaison to Methodist Health System Foundation Board of Trustees, Executive Committee, and Finance Committee:
• Schedules all Foundation board, Executive committee, and Finance committee meetings, prepares materials/packets for board meetings; sets up technology for in-person or remote meetings, attends meetings and maintains minutes of same.
  • Assisting Director of Foundation Operations and Board Governance in fulfilling the needs for the MHSF Board by overseeing and/or taking of minutes for the MHSF Board and the Board Committees.
  • Be the MHSF administrative expert over and responsible for presentations, technology, conference lines, any related software/hardware set up and trouble-shooting for all Board, Committee, Development, and other Foundation related meetings
  • Responsible for scheduling and sending appropriate calendar notices for all MHSF Board, Committee, and other Foundation meetings, as assigned.
  • Organize Board materials by combining several documents of different file types into one PDF, coordinating with the Graphics department for appropriate printing and distribution. File and organize documents electronically in appropriate Network folders.
• Assists President with the following administrative needs:
• Drafts correspondence and produces correspondence authored by others.
• Answers department phone; opens mail and separates into action, reading, and signature folders.
• Schedules meetings/updates calendar.
• Requests catering from Methodist Dallas Food Services involving meetings requested by Methodist Health System Foundation.
• Communicates/interacts professionally with executives, board members, physicians, donors, community leaders, and staff.
• Prepares Accounts Payable expense reimbursement requests and all Foundation Invoicing for all Foundation Department and maintains filing system of submitted requests (Experience using Workday for expense submittals a plus)
• Reconciles Foundation Related Expenses for American Express statement
• Assist the Foundation President in managing external board and community engagement initiatives, including scheduling, preparing materials, coordinating communications, and ensuring timely follow-up on commitments.
• Serves as liaison to Human Resources department:
• Enter time and attendance records for payroll for assigned staff.
• Assist with paperwork for Human Resources
• Proofreads brochures, proposals, publications, and event materials, etc.
• Address all office issues specifically related to IT, physical plant, and housekeeping.
• Orders and organizes office and kitchen supplies.

Other Considerations

• Ability to handle confidential information discreetly.
• Good organizational skills necessary to multi-task.
• Team player
• Self-motivated

Methodist Health System is a faith-based organization with a mission to improve and save lives through compassionate, quality healthcare. For nearly a century, Dallas-based Methodist Health System has been a trusted choice for health and wellness. Named one of the fastest-growing health systems in America by Modern Healthcare, Methodist has a network of 12 hospitals (through ownership and affiliation) with nationally recognized medical services, such as a Level I Trauma Center, multi-organ transplantation, Level III Neonatal Intensive Care, neurosurgery, robotic surgical programs, oncology, gastroenterology, and orthopedics, among others. Methodist has more than two dozen clinics located throughout the region, renowned teaching programs, innovative research, and a strong commitment to the community. Our reputation as an award-winning employer shows in the distinctions we've earned:

• Magnet® designations for Methodist Dallas, Methodist Charlton, Methodist Mansfield, and Methodist Richardson Medical Centers
• 150 Top Places to Work in Healthcare by Becker's Hospital Review, 2023
• Top 10 Military Friendly® Employer, Gold Designation, 2023
• Top 10 Military Spouse Friendly® Employer, 2023