Administrative Assistant
About the Organization
In 1890 Mary Elliot established Elliot Hospital with a significant planned gift and bequest, in honor of her husband, John. In keeping with her vision of a comprehensive, community-based healthcare setting, the Mary & John Elliot Charitable foundation has continued her tradition of philanthropy as we support the ever changing healthcare needs of our community.
The Mary & John Elliot Charitable Foundation is a non-profit organization created to provide financial support for the various healthcare needs of the southern New Hampshire and the Elliot Health System (also a non-profit organization). The Foundation is committed to building an ongoing circle of friends whose support will help identify and meet the emerging healthcare needs of Elliot Health System.
The Mission of the Mary & John Elliot Charitable Foundation
Our mission at the Mary & John Elliot Charitable Foundation is to expand and improve the health care options available to our local community by supporting the resource needs of the Elliot Health System.
Elliot Health System strives to:
INSPIRE wellness
HEAL our patients
SERVE with compassion in every interaction.
About the Job
Under the supervision and direction of the Executive Director, SolutionHealth Philanthropy for the Mary & John Elliot Charitable Foundation, the Administrative Assistant will support the critical administrative functions for the fundraising programs of the MJE Foundation (supporting Elliot Hospital) including donation processing, constituent data entry, donor communications, administrative support for fundraising events and other critical clerical tasks to support the philanthropy program. This role will also provide administrative support for our community engagement programs.
- Manages the administrative offices for the M&J Charitable Foundation, which includes scheduling meetings, answering telephone calls, greeting visitors, opening/distributing mail, filing important documents, photocopying and ordering supplies.
- Coordinates, prepare and distribute internal and external office communication for the M&J Charitable Foundation
- Arranges business travel and associated accommodations and processes invoices, travel expenses and reimbursements for the M&J Charitable Foundation.
- Assists the Vice President and Director of Development of the M&J Charitable Foundation with preparing and maintaining the department budgets.
- Assists with promoting special events for the Foundation (golf tournament, gala, garden party event and cancer walk, etc).
- Sends sponsorship invoices. Records event gifts and sends acknowledgement letters to donors for all special events and annual fund donors. Prepares and distributes CEO thank you letters to all donors at the $1,000 and above level.
- Provides administrative support for the annual appeal which includes recording and acknowledging all gifts, providing financial reports to the Vice President of the M&J Charitable Foundation as well as staff of other departments and processing monthly payroll donations.
- Records the receipt and disbursement of individual department funds in QuickBooks. Interfacing with restricted fund accounts and in concert with the Finance Department.
- Attends Foundation meetings as required (Golf, Gala, Walk for Hope, etc.).
- Maintains accurate reports not limited to but including financial reports from events, number of attendees and geographic data of attendees.
- Serves as lead liaison with Finance on all Foundation gift entry, transfer, balancing, budget matters, reports and record integrity.