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Job Bulletin –
Assistant to Executive Director
Westfield Memorial Hospital Foundation

Westfield Memorial Hospital Foundation logo

Duties and responsibilities include providing administrative support to ensure efficient operation of the office. Plan, organize and accomplish tasks as needed for the Executive Director.

General Responsibilities

  • Maintain address lists
  • Edit and distribute correspondence
  • Assist in the preparation of regularly scheduled reports
  • Maintain the digital and paper filing system
  • Order office supplies
  • Submit foundation reports
  • Edit and assist in creating presentations
  • Handle multiple projects
  • Prepare and monitor donations and payments
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Carry out administrative duties such as filing, editing, copying, scanning etc.
  • Maintain computer and manual filing systems
  • Handle sensitive information in a confidential manner
  • Coordinate office procedures
  • Develop and update administrative systems to make them more efficient

Specific Skills

  • QuickBooks
    • Write checks
    • Deposits
    • Reports
    • Journal entries
  • Desktop Publishing
    • Special Events including Golf Tournament – Brochure, save the date, posters, raffle tickets
    • Know how to use Microsoft Publisher, Word and create on Vistaprint, etc.
  • Excel
    • Golf Workbook
    • Budgets
    • Lists such as donors, golfers, grants, donations…etc.
    • Mailings
    • Edit letters
    • Mail Merge
    • Create forms
  • Website
    • Via Homestead online website creation
  • Organization
    • Grants
    • Monthly records of deposits and expenditures (deposits, checks, credit cards)
    • Record and maintain paper and digital records
  • Requirements
    • Proven admin or assistant experience
    • Knowledge of office management systems and procedures
    • Excellent time management skills and ability to multi-task and prioritize work
    • Attention to detail and problem solving skills
    • Excellent written and verbal communication skills
    • Strong organizational and planning skills
    • Proficient in MS Office Suite and QuickBooks
  • Administrative Assistant top skills and proficiencies
    • Reporting Skills
    •  Administrative Writing Skills
    • Microsoft Office Skills
    • Analysis
    • Professionalism
    • Problem Solving
    • Supply Management
    • Inventory Control
    • Verbal Communication
    • Office Administration Procedures
    • Typing Skills
    • Attention to Detail
    • Accuracy
    •  Multitask
    • Discretion and Judgment
    • Patience