Executive Assistant

The role of the McLaren Northern Michigan Foundation Executive Assistant is to assist the Foundation Chief Development Officer (CDO) in reaching his/her fundraising goals and completing his/her work as effectively and efficiently as possible, according to policy, goals and strategic plans of McLaren Northern Michigan Foundation and MNM. Responsible for writing and preparing proposals, letters and stewardship reports as directed by the CDO. Manages the office of the CDO including all incoming and outgoing communication. Assists the CDO in managing their donor portfolio including moves management. Performs all responsibilities with minimal supervision.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Manages the CDO’s donor portfolio. Ensures that moves management flows smoothly and prompts CDO on required actions. Inputs call reports, drafts written communications to donors, contacts donors to schedule appointments, and makes meeting arrangements. Assembles packets for donor meetings and tracks follow up. Attends staff strategy meetings and maintains keen awareness of CDO’s portfolio.
• Writes and prepares innovative and successful proposals, solicitation letters, stewardship reports and other reports or documents as directed by the CDO.
• Maintains calendar of the Chief Development Officer (CDO). Monitors calendar for conflicts, coordinates requests for meetings with CDO, and builds office work time into schedule. Organizes meeting materials for CDO review and preparation. Monitors meetings, providing “time checks” when appropriate. Compiles and transcribes CDO’s meeting notes and identifies and tracks action items. Attends meetings on behalf of CDO when necessary.
• Oversees and ensures appropriate follow up to all incoming and outgoing communications for the office of the CDO. Opens, sorts, and distributes CDO’s mail and faxes. Assists with managing e-mail by monitoring hourly, and culling, responding to, archiving, and flagging priority e-mails for CDO. Evaluates and assigns priority to all incoming communications and ensures they are responded to promptly and appropriately. Greets visitors for the CDO and determines their access to him/her. Records daily phone message and answers the CDO’s phone.
• Maintains an organized and professional office space for the CDO. Keeps hardcopy and electronic files up-to-date and orderly. Collects, codes, and forwards credit card receipts to Program Officer/Operations Manager.
• Makes preparations for, assists or manages, and supports colleagues in organizing events and other meetings for the CDO. Makes arrangements and creates full itineraries for CDO travel. Coordinates with Annual Giving Manager (marketing) on behalf of CDO to communicate with the media (e.g., press releases, interviews).
• Maintains an organized and professional office space for the CDO. Keeps hardcopy, electronic, and e-mail files up-to-date and orderly. Collects, codes, and forwards receipts to Program Officer/Operations Manager.
• Makes preparations for, assists or manages, and supports colleagues in organizing events and other meetings for the CDO. Makes arrangements and creates full itineraries for CDO travel.
• Conducts research, compiles data, and prepares reports and presentations requested by the CDO. Communicates effectively with CDO, Colleagues, donors, and visitors and completes special assignments as requested by CDO. Assists the Board Coordinator as requested.
• Participates in and attends special events as requested.
• On-Call various times of the year and visits donors and/or family members while they are hospitalized at MNM.