Executive Assistant III-Nemours institutional advancement (Finance)

The Executive Assistant III position will be responsible for coordinating and performing the administrative support functions required. The person in this position will demonstrate excellent customer service that promotes patient, staff, and customer satisfaction and reflects the Mission, Vision and Values of Nemours. Skills needed to successfully perform this position are the abilities to manage resources prudently, prioritize, make decisions, handle problems in a calm responsive manner, and learn quickly and independently. Work collaborative, be detail-oriented, organized, an excellent communicator - verbally, written, and interpersonal. This position will interact with varying levels of associates and departments within Nemours, as well as external organizations and vendors. Perform other duties as assigned by leadership.

The position may be the subject matter expert for other assistant level roles.

The Executive Assistant III provides direct administrative support to three Associate Vice Presidents with diverse areas of responsibility and will help to facilitate and coordinate multi-faceted activities and projects on behalf of the AVP's. Handle a broad range of situations requiring knowledge of the overall functions of the Institutional Advancement Department and AVP's individual areas of responsibility with tact and confidentiality. The EA will provide support to functional areas including Grateful Patient Program, Special Events, and Corporate Alliance. Assist with fundraising events and campaigns, as well as with third-party events as needed.

Essential Functions:

Coordinate meetings facilitated by individual team members and enterprise.

Order supplies, track expenses, serve as office liaison for internal and external vendors and staff.

Assist with travel arrangements and expense reports.

Open, sort, and distribute incoming correspondence, including faxes.

May manage timekeeping by updating Kronos for review and approval.

Provide support and coordination of meetings with internal and external customers. This includes but not limited to compiling agenda topics, taking minutes, transcribing and distributing minutes, as requested by management.

Accurately prepare and process payment requests, employee reimbursements, code invoices and submit to accounts payable.

Proficiency with office technology and equipment.

Provide daily administrative support to three AVP's. Participate in and assist with department projects, meetings, and initiatives. Compose and edit correspondence and reports for internal/external distribution.

Coordinate and maintain oversight of calendars, including internal and external activities at all service sites and with prospective donors, sponsors, and corporate partners.

Coordinate and manage travel arrangements and submission of reimbursement forms.

Professionally represent the AVP's in communication with internal associates and external constituents and corporate partners. Answer questions and handle problems independently; proactively solve/refer problems that occur as part of daily activity.

Enter pledges in database, make deposits, mail acknowledgement letters, as needed.

Coordinate and oversee onboarding of new associates in Jacksonville office, order equipment, set-up desk space, order supplies, schedule introductions, etc.

Additional miscellaneous duties and responsibilities, as may be assigned from time to time by employee's supervisor.

Job Requirements:

High School Diploma

Minimum of 5 years of administrative assistant experience required.

Excellent organizational, work planning, and follow-through skills

Ability to prioritize and handle multiple tasks.

Ability to anticipate the needs of the leadership staff

Advanced skills in Microsoft Office - Word, Excel and PowerPoint