Development Executive Assistant

Position Closing Date

03/05/10

Minimum Qualifications

• High school education or equivalent
• College degree preferred
• 2 years administrative experience
• Word processing, spreadsheet, database experience

Knowledge, Skills, Abilities

• Knowledge of business English, spelling, and punctuation
• Knowledge of various uses and applications for spreadsheet and database programs
• Knowledge of or ability to learn Agency policies, the organization’s purchasing and inventory procedures, and budget processes
• Ability to establish and maintain effective work relationships with Agency staff, the Board of Directors, vendors/suppliers, and the public
• Ability to operate standard office equipment
• Ability to organize information and materials
• Ability to research, interpret and compile records, reports, and a variety of data into required formats or established forms
• Ability to work independently on multiple complex and confidential tasks and produce results on a timely basis
• Ability to accurately record meeting notes and transcribe as required

Duties and Responsibilities

• Assists with preparations for activities, e.g., projects, special events, meetings, etc.
• Prepares meeting materials and records Board of Director minutes
• Schedules appointments, meetings, travel arrangements, as requested
• Drafts and composes correspondence and reports as assigned
• Maintains confidential information and files as necessary and required
• Collects and analyzes data; complies and maintains senior management reports and files as assigned
• Notifies supervisors of problems or complaints and gathers data for response
• Performs assigned tasks for internal and external communications, public relations, and marketing activities, e.g., health fairs
• Supports grant application tasks as assigned, e.g., creating support documents, making duplicates of proposals, etc.
• Files documents in Laserfiche as necessary
• Uses word processor to type correspondence, memos, forms, and reports
• Enters new names/information to development database/spreadsheet
• Keeps information current, e.g., status, address change, etc. and provides updates to appropriate staff as needed
• Generates development sorts/lists based on requests for information and/or as regularly scheduled
• Pulls data for labels/mail-outs, reports, etc.
• Maintains open pledge record and send regular pledge reminders
• Sends year-end giving reports to donors as needed
• Follows-up with donor to provide information in a timely manner
• Performs assigned activities for annual campaign, e.g., events, solicitations, corporate partners, donor recognition and appreciation, direct mailings, and major gifts
• Performs assigned activities for capital campaign, e.g., gift and pledge tracking, statements, and recognition steps
• Prepares daily gift acknowledgements and other correspondence as assigned
• Tracks fundraising revenue via database research; reports regularly to VP of Development
• Assists with planned giving recording and tracking
• Handles mail
• Makes copies and distributes
• Maintains files, e.g., organizes purchase requisitions, individual donor files, and foundation files
• Maintains and handles problems with office equipment
• Faxes and receives documents
• Inventories, orders, and receives supplies and printed materials
• Prepares mail-outs, e.g., folding, stuffing, etc.
• Assists other staff as needed

Additional Information

• Maintains regular attendance
• Adheres to scheduled work hours
• Follows-through on assigned tasks and meets deadlines
• Manages own time to complete work within time frame
• Ensures accuracy of work before submitting
• Adheres to rules for confidentiality

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