Executes organizational operations for the major donor team including administrative and office support activities, coordination of work related to committees and special projects, and management of daily communications. Examples of typical tasks include managing calendars; making travel, meeting, and event arrangements; preparing reports and financial data; responding to general inquiries; maintaining filing systems; preparing documents and resources needed for meetings, drafting routine memos; answering telephones; distributing mail, as well as typing and proofreading correspondence.
An individual must be able to perform each essential duty listed below at a satisfactory level:
- Provides general administrative support to the team.
- Draft, submit for General Counsel review, and manage the logistics of the contract and invoicing process for the department and/or team.
- Responsible for logistics related to meetings and on site learning forums including room reservations, preparation, catering, scheduling invitations, communications, etc.
- Support the coordination of all external events including production management, support materials and preparation, timeline maintenance and follow up activities.
- Maintain necessary databases and tracking systems.
- Takes notes at meetings and coordinates follow-up actions
- Monitors office supplies, anticipates needs, and places orders as needed.
- Uses Microsoft office products extensively and comprehensivley (Word, Excel, PowerPoint, and Access)
- Maintains calendars, schedules meetings, makes travel arrangements and coordinates all travel logistics.
- Responsible for preparing, reconciling and submitting expense reports and invoices
- Review and distribute incoming mail.Manage the logistics of mail going externally.
- May deal with confidential issues and information using discretion and excellent judgment.
- Assist with switchboard coverage rotation
- Other duties as assigned.
At least three years of intermediate level experience in a similar role. Requires strong skills in Microsoft Office suite, computer and Internet research skills; flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. Attention to detail is essential. The idea candidate will have strong communication skills (written and verbal), and a clear ability to multi-task in a fast-paced environment. Strong preference for someone with at least a basic level of fundraising knowledge, some project management and/or event planning experience, and/or experience providing administrative support to multiple individuals or a team.