JOB DESCRIPTION

The Administrative Assistant performs an unlimited range of secretarial and clerical duties requiring a knowledge of office routine and an understanding of and sensitivity to procedures related to the department and corporation giving in general. Under general supervision of the Area Development Director and the Development Director, the Administrative Assistant position requires initiative, good judgment, and the ability to provide substantial support to the department.

EDUCATION AND EXPERIENCE

Associate’s degree is desirable. A minimum of 3-5 years of administrative – professional office experience and a previous role in a fundraising/development, marketing, communications, or public relations-affairs department is required. Must have reliable transportation.

OTHER SKILLS AND ABILITIES

• Knowledge of O365 with intermediate to advanced knowledge in Word and Excel. Must be proficient in mail mergers and correcting source or cell errors. Must be proficient in the manipulation of Excel formulas.
• Excellent phone etiquette; strong organizational, interpersonal and listening skills.
• Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality.
• Must have experience with complex scheduling and calendar management.
• Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner.
• Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills.
• Must be a self-starter, cooperative, and work well in a group.

PRIMARY RESPONSIBILITIES AND DUTIES:

• Functions as the office manager in charge of ordering supplies, maintaining inventory, receiving packages, checking mailbox, requesting equipment maintenance and repair, and other day-to-day operations.
• Prepares and maintains a schedule of solicitations, updates action plans, and monitors key deadlines pertaining to event and appeal execution.
• Processes and records contributions by donor and by the size of the contribution.
• Updates and manages an accurate, neat, orderly, electronic filing system from which files can be easily retrieved by all staff, updates and records on an ongoing basis.
• Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; corrects minor discrepancies and errors independently and brings to the attention of appropriate management.
• Prepares and handles routine correspondence, including confidential matters, and treats appropriately.
• Answers the phone by the third ring and screens and directs incoming calls to appropriate personnel, preparing clear and accurate messages if not available.
• Greeting and receiving visitors and guides to appropriate areas or people.
• Coordinates appointments and assists in managing schedules and conference calls.
• Arrange meetings, prepare agendas and/or other materials, including the mailing of notices and materials; reserves and prepares facilities, and records and transcribes minutes of meetings as needed.
• Receives, opens, dates, processes and distributes incoming correspondence to department staff; coordinates outgoing mailing, receives, and processes responses as needed.
• Creates mail merges for mass mailings, types, edits, proofreads and formats documents, spreadsheets, presentations, forms, reports, policies and procedures, and administrative material with a high degree of speed and accuracy.
• Assists in maintaining donor records and tracking actions and notes for frontline fundraisers in Raisers Edge on a bi-weekly basis
• Assists with proposal submissions, donor campaign mailings and materials, and contact lists.
• Proofreads reports, presentation materials, and business letters including labels and envelopes for grammar, punctuation, and spelling errors.
• Prepare e-mails, e-blasts, routine correspondence and periodic reports on the basis of general instructions.
• Obtains necessary signatures/approvals for outgoing communications and assures the transmittal of accurate data and information both internally and externally.
• Designs and creates new documents in accordance with requests and policies for appropriate review. To include social media posts, graphic design collateral for events, and other items needed to support frontline fundraisers.
• Suggests new procedures to improve operating efficiency.
• Maintains and updates contact files by working with Raiser Edge staff contact to ensure information is always current: preferred mailing address, email, phone, titles, company name changes, and primary contact. This is performed on a weekly basis
• Arranges and confirms staff travel including accommodations, travel, and car rentals.
• Supports and serves as a liaison to other offices/functions as necessary; is cross-trained in other functions.
• Coordinates the donor acknowledgement process within 72 hours of gift received.
• Prepares, tracks, and troubleshoots invoices and expense reports for approval and payment.
• Participates in, prepares agendas for, and takes minutes for routine department and staff meetings.
• Performs special projects and assignments and support staff as directed by management.
• Maintains an appropriate, professional appearance, and always keeps a neat and clean working station; displays tact and a positive, courteous demeanor at all times, which is critical to successfully interacting with high profile corporations and representing the organization.
• Tailors’ communication style to the listener; conducts self in a mature, respectful and pleasant manner, and acts in accordance with all organizational policies, and federal and state regulations.
• This position requires travel to attend local events, fundraiser events, and meetings in other cities occasionally.
• Performs other duties as requested.