Executive Administrative Assistant

Company Overview

Shriners Children’s is an organization that respects, supports, and values each other. Named as the 2025 best mid-sized employer by Forbes, we are engaged in providing excellence in patient care, embracing multi-disciplinary education, and research with global impact. We foster a learning environment that values evidenced based practice, experience, innovation, and critical thinking. Our compassion, integrity, accountability, and resilience define us as leaders in pediatric specialty care for our children and their families.

All employees are eligible for medical coverage on their first day! In addition, upon hire all employees are eligible for a 403(b) and Roth 403 (b) Retirement Saving Plan with matching contributions of up to 6% after one year of service. Employees in a FT or PT status (40+ hours per pay period) will also be eligible for paid time off, life insurance, short term and long-term disability and the Flexible Spending Account (FSA) plans and a Health Savings Account (HSA) if a High Deductible Health Plan (HDHP) is elected. Additional benefits available to FT and PT employees include tuition reimbursement, home & auto, hospitalization, critical illness, pet insurance and much more! Coverage is available to employees and their qualified dependents in accordance with the plans. Benefits may vary based on state law.

Job Overview

The Executive Administrative Assistant provides administrative and logistical support to the Chief Philanthropy Officer (CPO) and other fundraising executives as assigned. The Executive Administrative Assistant will assist in implementing and coordinating all aspects of CPO projects and organizational needs, including scheduling, travel, expense reports, purchasing, and other office processes. Seeking a candidate with a proactive, creative, and solutions-oriented mindset who can anticipate executive needs and thrive in high-pressure environments. Candidate must be confident in making independent judgments to plan, prioritize, and organize workload and recommend changes in practices or procedures. This position involves daily contact with internal and external stakeholders, including but not limited to: donors, headquarters and healthcare location staff, headquarters and location board members, shrine temples, clubs and units, and their representatives, vendors, and community members.

This position requires the ability to travel in the US as needed by CPO. Approximately 1-2 work trips quarterly as requested.

Responsibilities

General Administrative Responsibilities (60%)

• Provide high-level administrative support to the Chief Philanthropy Officer, ensuring seamless day-to-day operations.
• Serve as the primary external point of contact for the CPO. Speak with and email donors and volunteers representing the CPO.
• Communicate effectively on behalf of the CPO with Office of Philanthropy Executive Directors, Directors, and team leaders; and with other headquarters staff.
• Manage complex calendars, including scheduling meetings, prioritizing commitments, and resolving conflicts proactively with minimal direction.
• Assist CPO by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications.
• Gather information for and prepare presentations. Use PowerPoint and other platforms to create branded and engaging content.
• Produce original and templated collateral for meetings and projects using Canva.
• Coordinate travel arrangements, including flights, accommodations, and itineraries, ensuring efficiency. Completes and tracks all CPO travel and other reimbursements.
• Prioritize conflicting obligations and needs, independently and proactively implement projects to completion on tight deadlines.
• Manage and contribute to special projects as needed.
• Conduct routine tasks such as supply orders, mail (internal and external), including overnight shipments, and clerical assistance as needed (typing agendas, minutes, presentations, etc.)

Reporting Management (20%)

• Prepare documents and packets for Board Committee meetings. Record minutes for Board Committee meetings and compile minutes for CPO review.
• Prepare documents and packets for Executive Director meetings. Record notes for review and follow-up with CPO and Executive Directors.
• Coordinate and assist Philanthropy staff with creating fundraising reports for internal and external distribution after CPO review and approval.

C. Database Input and Tracking (15%)

• Use Blackbaud CRM to enter donor data and interactions for the CPO and other donors with whom the Executive Administrative Assistant speaks on behalf of the CPO.
• Provide CRM support for CPO and related to fundraising activities (events, mailings).
• Use Excel and Word to mail merge donor contact information for tailored communications from CPO to various donor segments.
• Use Excel to compile donor and staff lists, filter lists. Create tables of information for use in various reports and documents.
• Talk to donors on behalf of CPO to route to the correct Philanthropy team. Solve donor issues with minimal direction.

D. Miscellaneous (5%)

• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional development.

This is not an all-inclusive list of this job’s responsibilities. The incumbent may be required to perform other related duties and participate in special projects as assigned.

Qualifications

Required:

• 10 years of Administrative Assistant experience
• MS Office proficiency
• High School Diploma/GED

Preferred:

• Experience as Executive Assistant supporting C-suite executives
• Associate's Degree
• Bachelor's Degree