Administrative Assistant - Foundation

Midland Health; Midland (TX); On-site; USD 36,000 - 48,000; Full time

Job summary

Midland Memorial Foundation is seeking a dedicated administrative assistant to support daily office functions and donor communications. This role requires a client-focused, courteous attitude when greeting visitors and handling inquiries.

Responsibilities include maintaining the donor database, coordinating RSVPs and events, processing donations, and providing clerical support to the Executive Director and staff. Strong written and verbal communication is essential.

Qualifications

• High School diploma or equivalent required.
• Associate or bachelor’s degree preferred.
• Ability to communicate effectively, orally and in writing.

Responsibilities

• Provide essential administrative and organizational support to Midland Memorial Foundation.
• Coordinate RSVPs, guest lists, and other logistical details for meetings and events.
• Maintain donor database and mailing list.
• Process incoming donations and donor correspondence, including thank you letters and memorials.
• Answer and direct telephone calls and emails.
• Oversee supplies, stock and the Foundation board room calendar.
• Assist with purchasing, requisitions, invoices, and expense reports.
• Welcome and direct guests in the Foundation Office.
• Manage checks and deposits.
• Collect daily reports and mail.

Skills

Communication skills

Administrative tasks

Records management

Education

High School diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Donor database

Office software

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.