Overview
Provides comprehensive, high-level administrative support to increase efficiency and expedite the work of the Office of the Medical & Healthcare Advancement (MHA) Executive Leadership Team. This will include oversight and excellent communication focused on a wide range of complex and confidential services with strong interpersonal skills, as well as meticulous attention to details. Provides coordination and manages the flow of work into and out of the Chief Development Officer/Vice President’s office to ensure smooth operation, clear communications, and timely response to competing priorities. To oversee the administrative assistant staff, including the setting of office standard operating procedures to guide their work and training to ensure uniformity. The Executive Assistant must possess excellent decision-making skills, the ability to work independently while also collaborating effectively with others, and the integrity, empathy, and supportive nature necessary to guide the development of the administrative assistant team
Responsibilities
Office Management, Communications and Donor Related Activity (50%)
Serves as the primary point of contact for inquiries for the Office of the CDO/VP, and the Executive Leadership Team.
Serves as the key administrative liaison to the Dartmouth Hitchcock Development Committee. The committee is a standing committee of the board and as such needs to work in close partnership with the Dartmouth Health’s Office of Governance & Leadership and in accordance with the by-laws of Dartmouth Hitchcock. This includes the taking of minutes, communications to board leadership and committee members and documentation of reports and materials outside of quarterly committee meetings
Acts as the key administrative connection between Medical & Healthcare Advancement and Dartmouth Health Member organizations. In this capacity, frequently sets and organizes meetings and develops agendas between and for development, administrative, clinical and board leadership and MHA.
Regularly interacts with and responds to requests from a wide range of constituents including institutional leadership, trustees, volunteers, donors and alumni/ae. Stays abreast of current office and institutional initiatives to answer complex questions for a diverse audience, redirecting as necessary and ensuring a positive experience for the individual.
Coordinates donor activity for the CDO/VP and Executive Leadership Team Works closely with staff to ensure that the prospects of the CAO/VP and VP, Development are constantly being engaged with all components of the academic medical center.
Conveys key issues and concerns and time sensitive information to the CDO/VP and the Executive Leadership Team for appropriate attention and action.
Anticipates and recognizes problems and issues and brings them to the attention of appropriate staff members.
Regularly handles confidential and sensitive information always exercising judgment and discretion.
Researches issues, drafts correspondence/reports and develops responses to questions for the Executive Leadership Team, in coordination with the Director of Leadership Communications and Campaign Development
Prepares and distributes memos, correspondence, proposals, and reports for the Executive Leadership Team
Arranges for seamless coverage of all duties when away or otherwise occupied.
Collaborates and fosters teamwork with all administrators and staff..
Adhere to established team expectations focused on: teamwork, communication, dependability, flexibility, and positive attitude.
Exercise a high level of maturity in approaching responsibilities; exercise patience and perseverance in resolving problems and issues; initiate independent actions.
Calendar and Travel Management (30%)
Oversees the management of the Executive Leadership Team’s daily appointment calendars. Assures reasonable agendas and expectations have been set.
In close collaboration with Advancement colleagues, schedules and coordinates meetings, appointments, and events with the Executive Leadership Team
Plans administrative meetings, donor visits, trustee meetings, and office retreats for the Executive Team and develops and manages agendas, researches and compiles information, prepares and distributes reports and other materials, and manages all aspects of the event to ensure success.
Employs a deep understanding of MHA priorities as well as sensitivity, efficiency, and confidentiality in overall schedule management for the Executive Team.
Ensures the Executive Team is prepared for meetings and events and assists with arrangements for meetings, presentations, and significant travel.
Briefs the Executive team on changes in schedules and priorities in a timely manner.
Executes tra