We have an excellent opportunity for an Executive Assistant at our office located in downtown Philadelphia, PA (Suburban Station). This role will be reporting to our Philadelphia Executive Director/Development Senior Vice President, our Philadelphia Development Vice President our local c-suite volunteer board and will serve as the administrative office lead in Philadelphia.
Areas of Responsibility:
- Provides administrative, clerical and logistical support and excellent customer service for assigned staff and all aspects of fundraising and other special events, which includes year-round cultivation activities, day-of-event, meeting support, volunteer management, placing phone calls and e-mails to current or potential partners.
- General office management to create a safe, functioning and friendly work environment that supports the needs of all employees and volunteers. Includes serving as administrative lead for answering phones, welcoming visitors, mail duties, supplies, etc.
- Utliizes appropriate e-tools for donor research, reporting and ensuring proper documentation.
- Inputs and monitors budget, expense management, accounts receivable/payable.
- Oversees and strictly follows all guidelines for cash and contribution handling.
- Prepares routine business correspondence utilizing writing, editing and word processing skills. Prepares specialized communications such as sponsorship packages, promotional flyers etc.
- Coordinates and effectively manages and engages volunteers to participate in high-volume special event tasks. May be responsible for effective utilization of volunteer resources in other capacities such as auction item solicitation.
- Meeting management including scheduling calendars, preparing meeting materials, presentations, scheduling meeting rooms, setting up technology, catering, taking meeting minutes, follow up, travel arrangements, etc.
- Manages databases in accordance with established guidelines utilizing Microsoft Dynamics, SharePoint and other available tracking tools as required.
Educational Background:
High school diploma required; 2+ year associates/college degree preferred
Skills/Experience:
- Minimum of 2 years of experience as an administrative/executive assistant or similar role
- Strengths and experience in providing excellent and timely customer service
- Solid computer skills with strong proficiency in MS Office (Word, Excel, Powerpoint, Outlook); Microsoft Dynamics or customer/sales databases (CRM) and SharePoint experience a plus
- Excellent written and verbal communication skills with ability to proactively and effectively communicate with a diverse audience of internal and external customers and volunteers
- Experience with special events helpful
- Experience utilizing, engaging and training volunteers helpful
- Experience and ability to thrive in a fast-paced, goal and deadline-driven professional environment
- Ability to work independently and as part of a team effectively prioritizing and managing expectations of multiple stakeholders
- Ability to build and maintain strong, positive and professional working relationships internally and externally
- Abillity to attend occasional meetings and events after hours and on weekends
Job Function:
Organization Info
Listing Stats
Post Date:
Apr 4 2019
Active Until:
May 4 2019
Hiring Organization:
American Heart Association | American Stroke Association
industry:
Nonprofit