Executive Assistant and Development Associate
- Provides administrative support to the VP, with some additional support for the senior leadership team, managing calendars, coordinating team meetings and meetings across departments; proactively manage schedules and interact with internal and external stakeholders
- Creates/prepares correspondence, presentations, reports, graphs, and spreadsheets for or on the behalf of the Vice President and other leadership
- Actively tracks project timelines, ensuring all are aware and notified of key dates. Coordinates and manages departmental meetings, and facilities needs, including space, food, audio/visual equipment, software needs, and takes notes and minutes upon request
- Manages, in collaboration with the Assistant Director of Operations, facility support and procurement functions, primarily maintaining and tracking requisitions, purchase orders and invoices
- Handles department reimbursement requests and credit card reconciliation
- Utilizes the CRM and other systems to enter contact reports, pull donor information and other reports and assist with gathering information for senior leadership
- Other special projects and departmental support duties as assigned by the VP or AVP of Advancement Operations, including mailings, logistics support for events, lists management, donor communication and preparation of reports
- Bachelor's Degree or equivalent combination of education and related work experience
- 1-2 years work experience
- Must be exceedingly well-organized, flexible and enjoy the administrative challenges of supporting a fast-paced office of diverse people and programs
- Take initiative to anticipate needs as new information arises; be able to handle changes to schedule and priorities with ease and professionalism
- Have a can-do, think-on-your feet positive attitude
- Comfortable learning new programs with proper training
- Must have ability to interact professionally and courteously with staff and high-level donors in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient; a high level of professionalism and confidentiality is crucial to this role
- Must possess strong written and verbal communication skills
- Excellent calendar management skills, including the coordination of complex executive and committee meetings
- Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook, experience with databases a plus
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