JOB DESCRIPTION
POSITION: Administrative Assistant: Individual Giving
DIVISION: Development
REPORTS TO: Assistant Vice President, Individual Giving
CLASSIFICATION: Full-Time, Non-Exempt
DUTIES AND RESPONSIBILITES:
- Act as the administrative assistant to the Individual Giving department. Duties including, but not limited to, preparation of solicitation and acknowledgment letters, answering phones, budgets, travel arrangements, meetings, filing and overall administration. Assist in preparing for committee meetings; draft agendas, issue invitations, follow up, notices and handouts, arrange for refreshments where needed, record and distribute minutes. Maintain Development Calendar. (30%)
- Act as the liaison for Assistant Vice President of Individual Giving and Director of Major & Planned Giving with internal and external constituents, maintain mid and major donor files and records in Allegiance. Generate daily reports of Major Donor activity. Assist in the planning and execution of events for donors and prospects. Provide support for the Capital Campaign Committee meetings, including arranging for refreshments and supplies, tracking the budget, and recording minutes. (25%)
- Maintain divisional cost accounts for Individual Giving. Order and maintain office supplies and premium inventory for Individual Giving. Order office supplies for Sales & Marketing. (20%)
- Prepare timesheets and bi-weekly payroll, and keep vacation, personal leave and sick leave records for the Individual Giving Division. Schedule back-up coverage and fill-in for receptionists as needed. (5%)
- Participate in membership drives and fundraising activities as required. (10%)
- Answer Audience and Member Service Hotline. (5%)
- Other division duties as assigned. (5%)
INTERACTION:
Interacts on a daily basis with management and staff members, guests and volunteers. This contact may range from scheduling meetings to furnishing information to others by phone or email.
KNOWLEDGE AND SKILLS:
Associates degree or equivalent and a minimum of five years related work experience.
Strong writing skills with a good knowledge of grammar, spelling and punctuation rules. Outstanding telephone and proofreading skills. Excellent communication and organizational skills. The ability to maintain confidentiality and use discretion. Computer skills should include Microsoft Word, Excel, internet search engines and database management.
PROBLEM SOLVING:
Perform duties to assist the Assistant Vice President of Individual Giving and Director of Major & Planned Giving that require prioritizing and meeting deadlines.
January 2012
