The Project Coordinator’s primary responsibility is to provide logistical support and office coordination to the Chief Development Officer (CDO), ensuring the installation of appropriate systems and tools for the department’s success. Specifically, the position is responsible for providing assistance to the CDO, and potentially other leadership team members, providing general administrative and office management, communications, meeting and event coordination, conduct research, reporting, and manage organization-wide calendar.
Areas of Responsibility:
- Provides comprehensive support services to the Chief Development Officer that ensures a professional, responsive and effective experience with the organization as a whole.
- Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
- Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.
- Manages Development team governance – Assisting with tracking key deliverables and follow up.
Job Duties
- Writes error-free, eloquent emails, letters and presentations for various events and announcements.
- Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
- Provides travel and meeting arrangements. Becomes familiar with the specific, detailed needs of the CDO; creates consistent travel/meeting itinerary portfolios and briefing documents for reference.
- Accurately tracks expenses for CDO by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
- Maintains confidentiality and uses a high degree of discretion.
- Works in a professional and focused manner to schedule internal and external meetings including, but not limited to, executive and leadership team meetings, donor meetings, vendor meetings, project teams, etc.
- Prepares for meetings including setting agenda, work on presentations, ordering lunch, booking conference rooms, setting up projector or video conferencing units.
- Attends select meeting to track key notes and actions items, and facilitates the follow up of these activities.
- Assists with recruitment efforts, new hire orientations, on-boarding and terminations.
- Maintains organizational wide calendar – working with department stakeholders to ensure it is current.
- Work with Business Intelligence, Finance and IT to gather reports and assemble dashboards.
- Oversee the development of monthly reports, strategic plans and budgets.
- Conducts research, as directed by CDO.
General
- Maintains punctual, regular and predictable attendance.
- Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
- Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
- Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
- Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
- Maintains workflow under pressure and in a fast-paced, high-profile work environment.
- Other duties as assigned.
Educational Background:
High school diploma required. College coursework preferred.
Skills/Experience:
Experience
- Five to seven years’ professional experience in an executive assistant role preferred. Experience with CRM/contact management a plus, and knowledge of Microsoft Office Suite is required.
Language Skills
- Strong verbal and written communication skills. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of donors or employees of organization.
Mathematical Skills
- Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Computer Skills
- Job requires specialized computer skills. Must be adept at using various applications including database, spreadsheet, report writing, project management, graphics, word processing, presentation creation/editing, communicate by e-mail and use scheduling software.
Reasoning Ability
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Physical Demands
- These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the position. The employee is required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel. The employee is required to stand, walk, reach with arms and hands, climb, balance, twist, lean, move from one location to another and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. Ability to, operate a computer keyboard, and lift files and reports. Exposure to glare from a computer. The noise level in the work environment is usually quiet to moderate.
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 21 2017
Active Until:
Oct 22 2017
Hiring Organization:
United Way Worldwide
industry:
Nonprofit