Executive Assistant

The Executive Assistant to the Office of the President and CEO at Children's Hospital Colorado Foundation (Foundation) will directly support the President and CEO's calendar, scheduling meetings, managing CEO travel, drafting correspondence, CRM data entry, as well as proactively planning and preparing all documents, presentations, and materials for fundraising and other critical meetings and appointments daily. This position will often serve as the primary point of contact for all internal and external communications on behalf of the President and CEO and will need to be a highly accessible, detailed, and productive thought-partner who is aligned with the President and CEO in all projects as assigned.

Qualified candidates will need to be mission-driven and collaborative with other Foundation leaders, staff, donors, board members, and Executive hospital leaders. This position will provide support for priority tasks and outcomes leading up to transformational Foundation fundraising efforts. This individual will often provide comprehensive support for events and other activities as needed and will expect to work collaboratively and cross-functionally across the Foundation. This person will have a direct accountability and a high level of integrity for discretion and confidentiality. This position reports directly to the President and CEO of the Foundation.

Additional Information
Department Name: CHCHS Foundation
Job Status: Full time, 40 hours per week.
Shift:Day, 8am to 5pm. Hybrid.

Duties & Responsibilities

Serve as Executive Assistant to the office of the President and CEO of the Foundation

* Strategically coordinates and prioritizes all calendaring requests and needs for the President and CEO office, including all meetings, fundraising and business objectives, community networking, CEO volunteerism, CEO professional education and development, as well as, applying a high-level of coordination, proactive thinking, and flexibility concerning executive and/or complex schedules on a regular basis
* Prepares and arranges space for meetings in advance which may include hosting via Zoom or Teams (if virtual) and/or preparing conference rooms, including catering needs, preparing agendas, materials, and other onsite or offsite logistics
* May support Foundation Board of Trustees at meetings, activities, and with leadership need`s, as requested.
* Draft and prepare special gift acknowledgments, thank you notes, and other, Board/donor correspondence as needed
* Format, edit, and prepare (print and digital) complex documents including reports, charts, presentations, drafts, etc. successfully using most MS Office products and other Foundation defined systems, like Power BI and Blackbaud CRM
* Arrange travel and prepare itineraries for President and CEO to attend local, regional, and national meetings, conferences, donor visits, prospect visits, etc.
* Gather, prepare, and process reimbursement, corporate credit card expenses, and payment requests according to the accounting and finance process and protocols of the Foundation
* Receive and filter general contact calls or communications via phone, email, and written correspondence with discretion and diplomacy

Support portfolio management for President and CEO under defined administrative duties

* Maintains all Blackbaud (CRM) data entry and other related system administrative functions
* CRM Input for donor records including meetings, entering gifts, and updating prospect plans
* Assist in the creation of all electronic and/or written donor correspondence
* Attend on-going trainings as needed to enhance user skills in Blackbaud CRM or other defined systems

Collaborate with any/all other Foundation team members in cross-functional duties and responsibilities to support Foundation-wide objectives

* Maintains all Blackbaud (CRM) data entry and other related system administrative functions
* CRM Input for donor records including meetings, entering gifts, and updating prospect plans
* Assist in the creation of all electronic and/or written donor correspondence
* Attend on-going trainings as needed to enhance user skills in Blackbaud CRM or other defined systems

Collaborate with any/all other Foundation team members in cross-functional duties and responsibilities to support Foundation-wide objectives

* Connect, coordinate, and proactively create solutions with Executive Assistants for cross-coverage needs, consistency in practices and ensuring alignment for priority duties that support the Foundation executive team leaders and overall objectives
* Contribute and help maintain the executive assistant training protocols and standard operating procedures as related to core duties and responsibilities
* Maintain high-level of organizational culture and structure awareness including the ability to navigate effectively with Foundation BU leaders on priority projects as assigned
* Coordinate process involving signatures from President and CEO for thank you letters with the Donor Relations BU (and others)
* Work with Children's Hospital Colorado CEO office to coordinate meetings, signatures, and events as needed

Support Special Projects

* Support a wide variety of projects as requested by President and CEO
* Coordinate new hire orientation and onboarding sessions
* Anticipate needs and solutions based on process improvement as needed
* Ability to work in-person in a physical office setting with flexibility to travel or work off-site as needed
* Helps carries out duties related to prospect lists and related donor strategies
* Exhibits professionalism in interaction with current/prospective donors
* Donor and employee cultivation and engagement arrangements
* Active participant in Foundation Admin Working Group
* Attendance to cultivation events as needed

CORE COMPETENCIES (Executive Assistant Standard for Job Family):
1. Attention to Detail - An ability to efficiently achieve accuracy when accomplishing duties, no matter how small or large; able to identify errors.
2. Organizational Skills - The ability to use mental capacity, physical space, and energy effectively to reach the designed outcome; achieve maximum productivity, prioritize projects, and stay on track.
3. Interpersonal and Collaborative Behavior - An ability to interact across a diverse population of internal and external people including team members, donors, hospital care teams, physicians, and executives: willingness to accept and incorporate feedback from multiple stakeholders.
4. Communication Proficiency - Conveying verbal and written information in articulated ways that are clear and concise; connecting information to and with individuals or groups in an engaging manner: using active listening to learn and share ideas
5. Professionalism - Represent the Foundation and office of the President and CEO as a qualified, confident, and respectful front-facing team member.
6. Flexibility - Showing the willingness and ability to adapt to any situation; ready to modify, respond to and integrate change with minimal difficulty.
7. Time Management - Effectively plan and prioritize tasks according to importance; keeps and maintains task lists, calendars, and develops a contingency plan to respond to unplanned situations.
8. Teamwork - Demonstrates the ability to work well with others; collaborative communications, connected goals, willingness to consider new or different ideas; share ownership for collective work and outcomes.
Candidates will successfully represent our Foundation Core Values: Accountability, Donors-First, Expertise, Integrity, Leadership, and Mission-Driven.

Minimum Qualifications

• Degrees
  • An undergraduate (BA/BS) degree or four years of additional direct work experience (plus a minimum of at least three years in similar role is required) for a total of seven-year's work experience to replace degree preference.
• Experience
  • least three years in similar role is required
  • Preferred - Notary Certification helpful, but not required and Experience working in a non-profit fundraising executive office.

Salary Information
Pay is dependent on applicant's relevant experience.

Hourly Range: $32.93 to $46.25

Benefits Information
Here, you matter. As a Children's Hospital Colorado team member, you will receive a competitive pay and benefits package designed to take care of your needs that includes base pay, incentives, paid time off, medical/dental/vision insurance, company provided life and disability insurance, paid parental leave, 403b employer match (retirement savings), a robust wellness program, and access to professional development tools, including an education benefit to help you advance your career.

As part of our Total Rewards package, Children's Colorado offers an annual employee bonus program that rewards eligible team members based on organizational performance. If organizational goals are met for the year, the bonus is paid out the following April.

Children's Colorado delivers annual base pay increases to eligible team members based on their performance over the previous year.

EEO Statement
It is our intention that all qualified applicants be given equal opportunity and that selection decisions be based on job-related factors. We do not discriminate on the basis of race, color, religion, national origin, sex, age, disability, or any other status protected by law or regulation. Be aware that none of the questions are intended to imply illegal preferences or discrimination based on non-job-related information. The position is expected to stay open until the posted close date. Please submit your application as soon as possible as the posting is subject to close at any time once a sufficient pool of qualified applicants is obtained.

Colorado Residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of attendance at or graduation from an educational institution. You will not be penalized for redacting or removing this information.