Senior Administrative Assistant

All the benefits and perks you need for you and your family:

• Benefits from Day One
• Paid Days Off from Day One
• Student Loan Repayment Program
• Career Development
• Whole Person Wellbeing Resources
• Mental Health Resources and Support

Our promise to you:

Joining AdventHealth is about being part of something bigger. It’s about belonging to a community that believes in the wholeness of each person, and serves to uplift others in body, mind and spirit. AdventHealth is a place where you can thrive professionally, and grow spiritually, by Extending the Healing Ministry of Christ. Where you will be valued for who you are and the unique experiences you bring to our purpose-minded team. All while understanding that together we are even better.

Schedule: Full Time, Mon-Fri

Location: 301 Memorial Medical Parkway Daytona Beach, FL 32117

The role you’ll contribute:

This position provides administrative support to the Foundation and Development Offices of AdventHealth Daytona Beach. Is responsible for assisting the department and its donors by performing a wide range of complex duties including database coordination, project coordination and advanced secretarial duties. Must have the ability to interact with Presidents, CEOs and senior executives of partners, vendors, and donors of AdventHealth Hospital in a professional and businesslike manner.

The value you’ll bring to the team:

1) Performs advanced secretarial duties for the Development Office.

• Provides reception and secretarial support for department.
• Researches, writes, and proofreads correspondence as requested.
• Remains updated on database and computer skills. Always researching better and more efficient ways to use the computer and donor database.
• Performs double entry bookkeeping and bookkeeping duties related to department’s reimbursements and payments. Assists with Foundation financial reports on a monthly basis. Balances checkbook monthly.
• Assists in providing reports and any requested information for yearly audit.
• Opens, sorts, and distributes mail received by Foundation. Briefly reviews correspondence for proper processing of donor requests.
• Responsible for management of database information to verify accuracy and identify and correct incomplete or duplicate records and process regular database reports.

2) Assists with Donor Relations/Development

• Prepares bank deposits on a daily basis and enter donations into donor database.
• Generates thank you letters to donors and runs appropriate reports.
• Assists with follow-up and thank you calls to donors and handwritten thank you notes.
• Assists in the drafting, proofreading, and processing of donor appeals.
• Assists with research of potential donors and inputting of appropriate data into database.
• Queries database for reports as needed for projects and cleanup.
• Ability to handle and process direct mailings relative to fundraising and annual gifts.
• Designs and distributes monthly e-newsletter to donors
• Helps keep Capital Campaign Pledges up to date and send reminders as needed.
• Maintains donor common areas within the Hospital facilities.

3) Assists with Special Events

• Assists in coordinating special events and fundraising activities.
• Generates mailing lists from donor database.
• Enters RSVP’s in database and query for information as needed. Ensure donations and database are constantly in balance.
• Attends meetings as requested, take minutes and provide written summaries for distribution to board members and senior leadership.
• Attends events as requested and handles registration table at Foundation events.
• Assist with the design and assembly of printed materials for events

4) Responsible for assisting Executive Director of Foundation, Board Chairperson and Finance Chairperson at meetings

• Maintain scheduling, coordinating, record keeping and development of necessary materials for the Foundation Board Meetings.
• Creates meeting agendas for review by Executive Director.
• Keeps calendar for Foundation meetings and communicates with Board Members regarding upcoming meetings.
• Handles recordkeeping duties for Cornerstone – Employee Assistance Fund.
• Attends meetings as requested, takes minutes, and provide written summaries.
• Keeps all Board Member information, files, and records up to date with information.
• Orders food for meetings held during mealtime
• Coordinates locations for meetings

5) Performs other routine office functions as assigned or as needed for completion of related functions

The expertise and experiences you’ll need to succeed:

KNOWLEDGE AND SKILLS REQUIRED:

• Excellent customer service skills
• Thorough knowledge of clerical procedures and administrative office functions
• Advanced level knowledge of Microsoft Word, Microsoft PowerPoint, Microsoft Excel and Microsoft Outlook, or equivalent

EDUCATION AND EXPERIENCE REQUIRED:

• High school diploma
• 3 to 5 years administrative assistant experience