Executive Assistant

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, and 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 :