Administrative Assistant - Foundation

Midland-Health-2; Midland (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Midland Memorial Foundation is seeking an organized Administrative Assistant to provide essential office support, donor communications, and event coordination from our Midland, TX office. You will greet guests, handle donations, maintain records, and support the Executive Director and staff.

Responsibilities include managing RSVPs, donor database, reports, deposits, and correspondence, while upholding confidentiality and professional communication.

Qualifications

• High School diploma or equivalent required.
• Associate or bachelor’s degree preferred.
• Strong oral and written communication skills.

Responsibilities

• Provide essential administrative support to Midland Memorial Foundation.
• Support Executive Director and Foundation staff.
• Collect daily reports and mail.
• Manage checks and deposits.
• Process donations and donor correspondence.
• Maintain donor database and mailing lists.
• Oversee supplies and board room calendar.

Skills

Admin support

Effective communication

Donor relations

Event coordination

Clerical duties

Education

High School diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Donor database

MS Office

Job description

Job Description

Presents a helpful, courteous, and positive attitude when greeting people entering the office or on the telephone. Performs general office duties such as ordering supplies, maintaining records management systems, etc. Prepares reports and general correspondence. Processes donations and appropriate correspondences. Demonstrates understanding and knowledge of the use of computers and office machines in a business environment. Must have the ability to communicate effectively, orally and in writing.

Responsibilities include coordinating RSVPs, guest lists, and other logistical details for meetings. Maintaining donor database. Provide organizational support for Midland Memorial Foundation staff.

SHIFT AND SCHEDULE

Full Time: 8:00 AM – 5:00 PM

ESSENTIAL FUNCTIONS/PERFORMANCE EXPECTATIONS

• Provide essential administrative and organizational support to Midland Memorial Foundation.
• Provide administrative support to Executive Director and Foundation staff.
• Collect daily reports and mail.
• Manage checks and deposits.
• Process incoming donations and appropriate donor correspondence, thank you letters, invitations, acknowledgments for memorials and honorariums, and other communication.
• Maintain confidentiality and exercise discretion when handling donor information.
• Coordinate RSVPs, guest lists, and other logistical details for meetings and events.
• Order flowers when needed.
• Answer and direct telephone calls and emails.
• Welcome and direct guests in the Foundation Office.
• Maintain donor database and mailing list.
• Assist with purchasing, requisitions, invoices, expense reports, and other routine administrative tasks.
• Oversee supplies and stock and replenish when needed.
• Oversee Foundation board room calendar.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent required.
• Associate or bachelor’s degree preferred.

PHYSICAL REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The individual must be able to:

• Stand, walk, sit, stoop, reach, lift, see, speak and hear. Lifting is limited to 35 lbs. for clinical staff and to 50 lbs. for non-clinical staff. The individual must use an assisted-lift device or get another individual(s) to assist with the lift that is over these maximum limits.