KEY JOB FUNCTIONS

• Provide administrative support for the Vice President – Resource Development and provide back-up support for CEO as needed including organizing, planning and follow-through. 
• Coordinate meeting activities including scheduling, sending meeting notices, handling meeting set-up, preparation of materials/supplies, contacting volunteers and preparing agendas.
• Prepare minutes and take notes for meetings, including Campaign co-chair meetings and other meetings as needed.
• Coordinate the production of key division documents, including but not limited to all Jane Bradley Pettit and Tocqueville Society solicitation materials.
• Assist Major Gifts staff in the planning and coordination of meetings, division reports, and other fund development activities.
• Assist department staff in fulfilling campaign timelines for Tocqueville and Jane Bradley Pettit Society solicitations and special gifts/individuals.
• Lead the thank you process for Tocqueville and Jane Bradley Pettit donors to ensure timely and accurate recognition of donors.
• Work with Resource Development staff on the accuracy of the Tocqueville and Jane Bradley Pettit Society members in the leadership registry.
• Gather and submit data to United Way Worldwide for the National Tocqueville Registry.
• Assist with ANDAR (donor database) system maintenance for Major Gifts records, and ensure account data is accurate and up to date.
• Aid in obtaining (and approval for using) volunteer letterhead and signatures.
• Coordinate the invitation mailings of Tocqueville and Jane Bradley Pettit Society events and manage the RSVP process, communicating status of responses with manager; provide some phone follow up.
• Maintain office documentation for Tocqueville and Jane Bradley Pettit Society.

• Maintain a campaign calendar of meetings which include but are not limited to cabinet meetings, Campaign kickoff and finale, and corporate solicitation calls for all Community Campaign Co-Chairs.
• Serve as a point person for co-chair assistants.
• Obtain co-chair signatures for mailings.
• Assemble co-chair meeting materials.
• Send meeting reminders before the co-chair meetings.
• Keep attendance for Cabinet Meetings and prepare minutes for all co-chair meetings.
• Maintain updated and accurate cabinet rosters, including current contact information, throughout the year.
• Enter/update cabinet member information in ANDAR including volunteer activities.
• Responsible for cabinet meeting attendance list; name tents; name badges, seating charts, room setup, ordering food, etc.
• Provide cabinet & assistants’ emails to IT for entry onto main email lists.
• Send cabinet welcome packet.
• Send weekly updates and communication to all campaign cabinet members with campaign status and updates.

• Register Resource Development professionals and VP Resource Development for external luncheons and events.
• Conduct research as directed using local publications, websites or other sources.
• Order Resource Development division’s office supplies when necessary.

• Cover switchboard on designated Fridays, breaks and as needed on other days.
• Work with front desk team to ensure coverage when you are not available on your scheduled day.
• Provide excellent customer service by assisting callers and visitors.
• Route business calls to the appropriate staff members.
• Assess situations and obtain help as needed for visitors and callers, including referring to 211 or other services.

KEY QUALIFICATIONS

• High school diploma or GED and minimum five (5) years of progressively responsible experience.
• High level of proficiency with Microsoft Word, Excel, PowerPoint, Outlook or other similar programs. Ability to produce and edit complex spreadsheets that include formulas. Ability to manage multiple calendars – experience with scheduling executives a plus.
• Ability to take meeting minutes, and communicate and interact well with all employee levels. 
• Demonstrated skills in letter and memo writing and development. Demonstrated attention to detail and organizational details.

• Ability to work in a complex environment using technical and interpersonal skills. 
• Strong analytical abilities, also demonstrating the ability to anticipate problems and identify and implement solutions when needed.
• Ability to work independently, recognize tasks, implement, and follow through to completion. Proactively communicates with team members on status of projects, tasks and deadlines.
• Ability to problem-solve and work with flexibility. Able to quickly adapt to change.
• Ability to remain productive and calm in a fast-paced and sometimes stressful environment.
• Allocates time efficiently to the most important issues and knows what to spend time on; completes work in a timely and accurate fashion.
• Demonstrated verbal and written communications skills. 
• Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
• Responsible for producing error-free documents.
• High level of attention to detail.

Equal Opportunity Employer
M/F/Disability/Vet