Executive Assistant
As Mount Sinai grows, so does our legacy of caring

Located in the heart of Miami Beach, overlooking the breathtaking intracoastal waterway, Mount Sinai Medical Center is dedicated to providing exceptional health care to our diverse community enhanced through innovation, technology, teaching, and research.

Mount Sinai is South Florida's largest private independent not-for-profit hospital with 672 beds, and a tight-knit community of more than 4,000 employees.

We provide world-class care:

• Named one of America's 250 Best Hospitals for 2020 and 2021 by Healthgrades, positioning Mount Sinai among the top 5% of hospitals in the nation for overall clinical excellence.
• A pioneer in innovative medical research in areas such as cardiology, cancer, memory disorders and pulmonary diseases
• The BEST cardiac surgery survival rate in Florida
• A new seven-story Surgical Tower with 154 all-private rooms and patient centered technology promotes an exceptional patient experience

Position Responsibilities:

• Provides direct secretarial support to the Chief Operating Officer and/or Vice President. Assists Chief Development Officer with responsibilities and adjusts work schedule to meet Foundation needs per CDO.

• Coordinates evaluations for Chief Development Officer.
• Prepares committee and board packets, as well as other presentation materials as directed. Records and transcribes minutes taken during Foundation board meetings. Maintains library of Meeting Minutes and Corporate Records.

• Prepares and coordinates all phases of Foundation board and committee meetings, including scheduling of meetings, and developing agendas and meeting materials with the guidance of the Chief Development Officer.

• Maintains updated records of board members; mails meeting notices; sorts and records responses.
• Maintains patient, employee, department and overall confidentiality at all times including the confidentiality of all - oral and written communication and interaction.

• Provides lead and guidance to all Foundation Administrative Assistants and helps prioritize projects and maintains flow of secretarial work for the Foundation. Backs up Administrative Assistant for processing of all credit cards, including recurring, non-recurring and one-time.

• Researches and processes Foundation deposit in conjunction with Foundation administrative staff. Processes monthly direct debit for donor payments. Follows-up with declined credit cards to obtain current information from donors. Scans Foundation check requests and responds to inquiries.

• Manages return mail process, including working with Pledge Compliance Officer to obtain valid address and email.

• Assists all donors with communication needs (responds to requests and inquiries, informs the Foundation staff of special requirements, provides site information, responds to callers needing assistance, etc.). Proofs all acknowledgement and welcome letters.

• Maintains a professional and courteous demeanor when corresponding with the donor (is respectful of the donor at all times). Maintains a clean, safe, organized work environment free of clutter at all times.
• For new pledge cards and agreements: reviews, scans and saves to K: drive; and emails Foundation staff and Blackbaud/DMS. Circulates constituent profiles for new donors and coordinates corrections with Blackbaud/DMS.

• Assigns new Society, Founder and Temporary Careline cards, including notifying security and re-issuing cards as needed.

• Daily review of Miami Herald obituaries for donors, emails staff, and prepares condolence letters if required.

• Prepares bi-weekly Kronos.

• Works closely with the Director of Operations in the development of policies to ensure the Foundation operates smoothly and efficiently.

• Maintains library of contracts, agreements and back up.

Qualifications:

• 2 years of college or equivalent preferred.

• Minimum of 5 years experience in executive office.

Benefits:

We believe in the physical and mental well-being of our employees and are committed to offering comprehensive benefits that fit their personal needs. Our robust employee benefits package includes:

• Health benefits
• Life insurance
• Long-term disability coverage
• Healthcare spending accounts
• Retirement plan
• Paid time off
• Tuition reimbursement
• Employee assistance program
• Wellness program
• On-site childcare & Mater School grades K-3
• On-site housing for selected positions and more!