Development Specialist/Office Manager

Executive Assistant Responsibilities:

• Assisting the Executive Director (ED) and serve as a resource to the ED, including, but not limited to, tracking mission impact results and financial reporting
• Serve as the partner and representative of the Executive Director and assist with all needs related to the organization's local Board of Directors
• Assist with calendar management, setting appointments, travel arrangements and meeting organization
• Provide general administrative support as needed; act as resource while Executive Director is in field, in special projects including research & report compilation, order event materials and other duties as requested

Event Development and Fundraising Support:

• For all assigned campaigns, develop campaign plans, facilitate event execution and implement post-event wrap-up remaining fiscally responsible with donor dollars
• Working with fundraising directors to activate and facilitate sponsorship tracking and fulfillment
• Responsible for facilitating the creation and ordering of print materials, banners, invitations, etc.
• Planning of event and / or meeting logistics (i.e.: securing venue, decorations, food, reviewing vendor contracts and proof of insurance, van/truck rentals, permits, vendor negotiations, day-of direction and management, etc.)
• Recruiting, training and managing our valued volunteers. Building relationships with volunteers and providing consistent communication to ensure volunteer retention
• Securing auction items and in-kind donations
• Supporting fundraising directors with day to day administrative tasks, including data entry utilizing all data management platforms
• Supporting all development efforts in the territory taking the lead in managing and implementing donor stewardship programs
• Position will require periodic travel throughout the designated markets
• Track, monitor and submit expenses for all fundraising staff for assigned campaigns

General Office Management:

• Responsible for ensuring mail is opened with dual control and distributed promptly, sending daily UPS packaging.
• Order general office supplies, oversee upkeep of general AHA items such as Annual reports, office materials, and advised when materials are outdated.
• Performs switchboard duties utilizing professional business etiquette, always courteous and helpful and manage intake and response of all voicemails.
• For New Hires: assign phone extension; ensure desk area is tidy; provide keys. Responsible for receiving and returning staff equipment.
• Work with affiliate staff regarding any needs for major building repairs, office furniture, etc. which may include getting local bids and submitting to affiliate office.
• Ensure that management documents and performance documents are complete, accurate and submitted in a timely manner
• Manage General Office Mailbox.
• Responsible for being the internal champion for office organization and cleanliness