POSITION SUMMARY

This is a salaried, exempt managerial position that makes decisions and has access to confidential labor relations information.   The Executive Assistant provides high-level administrative support to executive leadership and supports initiatives for the department of Marketing & Development.  This role demands excellent organizational skills, discretion, and the ability to manage complex schedules, communications, and sensitive materials. The successful candidate will assist in ensuring regulatory compliance (including survey readiness), maintain strict confidentiality, and contribute to a high-functioning, mission-driven environment.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES

• Understands and promotes Elizabeth Seton Children’s Mission and Core Values of Compassion, Adaptability, Respect and Excellence by bringing these values to life in the organization.
• Manage complex calendars, schedule meetings and coordinate travel for executive leadership.
• Serve as gatekeeper for emails, calls, and correspondence and respond as necessary to ensure effective and efficient flow of information to the CEO and other key leadership.
• Prepare, review and edit reports, correspondence, presentations and board materials.
• Maintain confidential executive and organizational files in compliance with privacy regulations.
• Organize internal/external meetings, board meetings, and off-site events
• Assist in survey readiness efforts and regulatory audits (e.g., accreditation, licensing, state and federal inspections).
• Assist the Administrator in filing and maintaining binders of all New York State Rules and Regulations: New York State Health code Volumes C and D.
• Coordinate logistics for board meetings, executive team meetings and cross-departmental initiatives.
• Represent Elizabeth Seton and the executive leadership in a positive light though great follow-through skills and sound judgement
• Field and triage incoming communications, ensuring timely and professional responses.

Duties specific to Marketing & Development:

• Provide administrative support including maintaining filing systems, both electronic and physical and preparing printing and mailings, including mail merge
• Assist in preparing fundraising proposals, event briefings and marketing materials.
• Coordinate logistics for donor events, including registration, catering, vendor communication, setup and cleanup.
• Provide administrative support for donor relations, gift processing, acknowledgments and data entry. Compose/Assist with weekly thank you letters to donors
• Maintain and update donor database systems (e.g. Raiser’s Edge) in accordance with confidentiality and data privacy protocols.
• Support donor surveys and evaluations - ensuring accurate data collection.

Regulatory & Confidentiality Responsibilities:

• Ensure all administrative and development-related practices comply with applicable local, state, and federal regulations.
• Support organizational survey readiness efforts, including document preparation, scheduling, and compliance tracking.
• Maintain the highest standards of confidentiality regarding sensitive information, including personnel records, donor data, and executive communications.
• Assist with documentation and tracking of compliance training, licensure, and required reporting.

Education and Experience:

• Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field is required.
• Minimum 3–5 years of experience in executive administrative support, preferably in a healthcare, nonprofit, or regulated environment.
• Prior experience and demonstrated understanding of compliance, survey standards, and confidential document management.

Skills:

• Exceptional customer service, interpersonal, and written and verbal communication skills. Strong writing and proofreading skills, including use of correct spelling and grammar.
• Ability to work independently and within a team, interact with staff at all levels, take initiative, act collaboratively, demonstrate flexibility and handle requests involving multiple disciplines/departments. Ability to handle shifting priorities, continuous change and interruptions.
• Excellent professional judgement, critical thinking, task prioritization, resourcefulness, trouble-shooting and problem-solving skills. Committed to maintaining confidentiality and privacy of sensitive materials and events.
• Technology skills include advanced proficiency in Microsoft Office: Word, Excel, Power Point, Outlook, Adobe and donor databases/CRM systems. Prior experience creating and using pivot tables and using Visio a plus.
• Office skills include proficiency in using: networked computers, printers, photocopiers, scanners, fax systems.

Employee Requirements:

• Ability to handle multiple projects simultaneously, with a “take charge” approach to getting things done.
• Demonstrate excellent time management and prioritization skills
• Must meet or exceed all health standards and requirements for the position as established by NYDOH and meet the general health requirements set forth Elizabeth Seton Children’s which includes a medical/physical examination.
• Must be able to push, pull, move, and/or lift a minimum of thirty-five (35) pounds and able to assist in the evacuation of residents, if necessary.

 Work Environment & Schedule:

• On-site presence required with ability to work at multiple sites. Occasional remote work
• Flexible hours required, including occasional evenings and weekends to support board meetings, fundraising events, or regulatory visits.
• Must be able to adapt to urgent requests and shifting priorities as needed.
• Will work in a well-lighted and ventilated area.
• Will be subject to frequent interruptions.

Salary Range:

$75,000/Yr. To $85,000/Yr.