Executive Assistant to Vice President, Luminis Health Anne Arundel Medical Center Foundation

Executive Assistant to Vice President, Luminis Health Anne Arundel Medical Center Foundation
Position Objective
The Executive Assistant provides essential administrative and organizational support to the Vice President of the LHAAMC Foundation, the Foundation Board of Directors, and external consultants. This role is a critical team partner- helping ensure that priorities move forward smoothly and efficiently while maintaining a welcoming and professional presence.
With a strong blend of technical skill, attention to detail, and upbeat professionalism, the Executive Assistant supports day-to-day operations, coordinates meetings and board activities, manages internal systems and communications, and contributes to the overall success of the Foundation. This person serves as the first point of contact for many donors, volunteers, and visitors, and plays a vital role in upholding the Foundation’s high standard of service and hospitality.
This is more than a support role- it’s a trusted partnership within a mission-driven team. The right candidate enjoys working collaboratively, brings a spirit of initiative, and helps keep operations running with excellence and a smile.

Essential Responsibilities:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Scheduling & Calendar Management: Manages all scheduling for the Vice President, including internal and external meetings, donor engagements, and Foundation-related events. Coordinates with other executives across Luminis Health for Foundation-related activities and ensures all meeting logistics—locations, materials, catering, and A/V—are handled in advance.
2. Executive & Professional Support: Provides polished, confidential administrative assistance to the Vice President, including communication follow-up, task tracking, and project coordination to ensure timely and effective execution of priorities.
3. Office Operations: Oversees daily Foundation office functions including document retention, supply inventory, equipment needs, and vendor invoicing in coordination with the Philanthropy Operations and Accounts Payable teams.
4. Communication Management: Manages correspondence and Foundation communications including incoming mail, phone calls, and emails. Responds to routine inquiries with warmth and professionalism while ensuring timely follow-up.
5. Donor Meeting Coordination: Prepares for all donor meetings by compiling materials, managing logistics, and entering relationship documentation in the Salesforce database to ensure accurate records and effective follow-up.
6. Board & Committee Support: Prepares agendas and materials, records and distributes minutes, tracks action items, and supports clear and timely communication for the Foundation Board of Directors and its committees.
7. Sponsorship Coordination: Manages Foundation sponsorships of external events and organizations. Coordinates attendee participation with leadership, partners with Marketing on sponsor deliverables, and ensures timely payment and accurate documentation.
8. Event Support: Supports event preparation for the Vice President and senior leaders, including materials coordination, briefings. Provides occasional on-site event assistance with registration, guest services, and logistics alongside other Foundation team members.
9. Front Desk & Visitor Experience: Serves as the primary receptionist for the Foundation office, greeting guests, managing the main phone line and general inbox, and providing a welcoming, professional presence for all visitors.
10. Proactive Planning: Anticipates needs, gathers materials in advance, monitors timelines, and supports seamless execution of meetings, events, and strategic initiatives.

Qualifications:
• Minimum 3-5 years experience in an Executive Assistant role
• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• Demonstrated ability to work with positivity, discretion, and professionalism
• Strong technical proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); Salesforce or CRM experience preferred
• Typing speed of 70 wpm with strong grammar and proofreading skills
• High school diploma or GED required; post-secondary education or training preferred

Required License/Certifications:
• none