Administrative Assistant - Fund Development

Apply now »
Apply now

Date: Jul 19, 2019

Location: Irvine, CA, US

Company: Hoag Memorial Hospital Presbyterian

Job Description:

The Administrative Assistant, Major Gifts will serve as the primary support staff to the Hoag Hospital Foundation Major Gifts team by providing administrative support to the Executive Director, Directors and Development Officers for Hoag Hospital Irvine, Hoag Orthopedics and Hoag Health Centers.

This person will play an important role in the overall success of the department. The Administrative Assistant, Major Gifts participates as an active member of the Foundation staff, providing oversight and support to ensure the smooth, efficient and transparent functioning of daily activities, including department budget, scheduling, entering actions/contact reports in our prospect management database, processing receipts, expenses and the like.

With resourcefulness, professionalism and discretion in communication and conduct, the Administrative Assistant, Major Gifts will support the department’s interactions with multiple constituents including major and principal gift donors, executive physicians, volunteer leaders, senior staff and many other members of various leadership teams at Hoag and beyond. In addition, they will support Hoag’s mission and goals in concert with the Foundation’s mission and goals in the context of the Hoag Promise Comprehensive Campaign. 

Essential Functions

  • Provides administrative support to the Executive Director of Major Gifts and her team
  • Answers telephones/emails using kindness, professionalism and discretion
  • Coordinates scheduling of and prepares materials for meetings and special events as assigned
  • Takes notes and transcribes minutes from committee meetings and forwards to proper individuals
  • Enters contact reports for donor activity into fundraising database
  • As directed, implements and maintains all reports for identification, cultivation and solicitation of major gift prospects
  • Prepares correspondence, memos, reports, purchase orders and expense reports as needed for the Major Gifts team
  • Prepares notices and printed materials for meetings and proposals
  • Conducts basic donor research and supports the preparation of research briefings
  • Supports prospect management and research efforts in conjunction with the prospect research analyst/team
  • Maintains filing system both in paper and on the Foundation’s shared drive
  • Assists other members of the Foundation as required for special events and/or other Foundation-wide initiatives
  • Supports daily patient screenings
  • Projects an image of professionalism in communication, appearance and conduct
  • Performs other duties as assigned


Education, Training and Experience


  • High School Diploma or equivalent



  • Three (3) years administrative support experience is preferred.
  • Bachelor’s degree


Skills or Other Qualifications


  • Must be able to establish good rapport and deal in a pleasant and professional manner with Foundation staff members, Foundation and Hospital Board members, physicians, management staff members, donors, volunteers and the general public; through correspondence and on the telephone.
  • High level of maturity and understanding of philanthropy and philanthropic practice, in particular the unique relationships required for identification, research cultivation, solicitation, and report/tracking of prospective and current donors for their gift decisions.
  • Strong quantitative and organizational skills and analytical aptitude demonstrating ability to analyze problems and develop solutions.
  • Ability to communicate on a professional level with members of the Administrative staff, Board of Directors, physicians, employees and community.
  • Requires sensitivity to the privacy and confidentiality of prospective and current donors be maintained.
  • Must be able to set assignment priorities and work independently within established guidelines.
  • Excellent organization skills. 
  • Proficient with spreadsheet, data base systems, PowerPoint, Microsoft Word, Outlook, Excel, and Adobe required. 
  • Fluency in English and English grammar a must.
  • Able to take initiative and follow through on assigned responsibilities with minimal support.



  • Experience with a fundraising or sales database such as Raiser’s Edge

Ability to type at 70-75 wpm, shorthand or speedwriting is preferred. 

Nearest Major Market: Irvine California
Nearest Secondary Market: Los Angeles

Job Segment: Secretary, Orthopedic, Administrative Assistant, Database, Administrative, Healthcare, Research, Technology

Apply now »
Apply now

Similar Jobs

Find similar jobs:

Network With Us

Enter your email and we'll keep you informed about upcoming events and opportunities that match your interests.