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Oncology Nursing Society Executive Assistant, Oncology Nursing Foundation in Pittsburgh, Pennsylvania

The Oncology Nursing Foundation is a national public, non-profit, tax-exempt, charitable organization headquartered in Pittsburgh, PA and dedicated to oncology nurses from around the world. Since 1981, the Oncology Nursing Foundation, through generous donor support, has provided more than $29 million in funding to support oncology nursing awards, grants, scholarships, and educational initiatives. These funds have played a critical role in improving patient care and advancing the oncology nursing profession.

The Executive Assistant provides administrative support for the Oncology Nursing Foundation (ONF) Executive Director for operations and activities, including Board of Trustees relations, supporter and volunteer relations, and a range of general support related to fundraising, events, and awards programs. Responsibilities include but are not limited to the following: drafts letters and other business correspondence; maintains ONF calendars; schedules and coordinates logistics for Board, VIP and ONF staff meetings; coordinates travel arrangements; prepares meeting agendas and materials; assists with budgeting and maintains tracking systems for the ONF portfolio; and serves as the virtual administrator and primary point of contact for the Board, committees, and task forces.

This is an outstanding opportunity for the highly organized individual with superb organizational and project coordination skills to work as an integral part of a small, close-knit team with an exceptional mission. If you have worked in a fundraising or foundation grant-making setting, this role will build on your experience!

This role will be a hybrid opportunity to include a blend of dedicated virtual and in-person days. Specifics will be discussed with candidates during the recruiting process. The hours associated with this role will be 8:30a-5p/EST Monday through Friday.

Responsibilities and Duties

Administrative & Constituent Relations Support

  • Provides administrative support to the Executive Director including: drafts letters and other business materials and distributes professional business correspondence pertaining to a range of programs and fundraising initiatives; prepares purchase orders; prepares and codes expense reimbursement forms; schedules and coordinates meetings with staff, volunteers and prospective supporters; prepares meeting agendas and materials, meeting minutes and action items for follow-up; orders meals for meetings; coordinates travel arrangements; maintains programs, events, appointment and travel calendars.

  • Maintains spreadsheets and tracking systems for the ONF portfolio; conducts research to prioritize prospects, generates supporter-prospect profiles, and organizes and maintains information in the central digital and manual files as required; maintains accurate inventory and records pertaining to restricted funds.

  • Prioritizes and answers routine inquiries, correspondence, schedules appointments and greets visitors in support of the Executive Director; corresponds with prospective and existing supporters as appropriate.

  • Maintains current computer files and hard copy files, inventory of executive department supplies, and archives material.

  • Performs assigned duties for the ONS Congress, other conferences, and for special projects as they arise.

Board of Trustees Relations

  • Serves as a primary point of contact for the Board; schedules, coordinates and attends Board meetings; assists in the preparation of meeting agendas and materials and ensures materials are distributed accordingly; records Board meeting minutes for review and approval; coordinates all travel and logistical arrangements for the ED and Board for external meetings.

  • Prepares reports and correspondence; maintains all manuals, rosters, and by-laws; conducts research on behalf of the Board.

  • Administers virtual office for Board, committees and task forces; maintains current computer files, hard copy files, and archives Board of Trustees material as appropriate.

Qualifications and Skills

Minimum of an associate degree required; five or more years’ experience as an executive secretary or administrative assistant preferred; experience in a philanthropy environment and working with volunteers in similar settings is desirable; or equivalent combination of education and experience.

Benefits and Perks

In exchange for your experience, ONS offers a competitive salary along with exceptional benefits, including medical/dental/vision coverage, paid life and disability insurance, generous PTO and paid holidays, and a 401(k) with an outstanding match. We also offer a continuing education benefit that is unmatched here in Pittsburgh along with a commitment to our staff’s work-life balance!

Equal Opportunity Employer.

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