Assistant to the Vice President of Development and Alumni Relations and Office Manager

About the role

The Assistant to the VP for Development & Alumni Relations will partner with the VP to manage the daily operations of the office. This includes centralizing information, coordinating and planning internal and external activities, and executing long-range projects and events.

Responsibilities

• Partner with the VP to manage the daily operations of the office
• Manage the administrative staff, including time cards in Kronos
• Train and manage student assistants in general office procedures
• Create and maintain reports and research based on evolving staff needs
• Plan and execute long-range projects and events, including public events and recurring activities
• Generate reports as needed and create new reports as requested
• Coordinate and maintain travel, calendar, and meeting schedules for the VP
• Define and create reports and research based on the evolving needs of the staff
• Maintain the office master schedule including team events and deliverables
• Order and maintain office supplies, process purchase orders, and implement day-to-day office procedures
• Manage the DAR Admin Team
• Provide stewardship pieces for high-priority donors
• Act as a resource for the DAR team, including knowledge about fund purposes, donor contacts, financial status, gifts/commitments, etc.
• Answer telephones, direct calls, take messages, and distribute faxes
• Welcome visitors to the office and assist them accordingly

Requirements

• A minimum of an associate’s degree or 5-7 years of clerical or related experience required
• Proficiency with Microsoft Office Suite and Microsoft Outlook
• Superior interpersonal skills, including diplomacy, tact, confidentiality, customer-orientation, cooperation, creativity, sensitivity, and thoughtfulness
• Commitment to and ability to maintain a team relationship with colleagues
• Ability to plan and execute work and easily adapt to abrupt changes in daily priorities
• Ability to multitask yet pay close attention to detail and maintain confidentiality
• Ability to anticipate and prevent problems ranging from print materials to processes, to events, to customer service
• Demonstrated commitment to diversity and inclusion
• Excellent organizing, prioritizing, and time-management skills
• Self-motivated and takes initiative
• Excellent proofreading skills
• Ability to quickly learn new tools, technologies, and processes
• Physical demands: able to sit for extended periods, use hands and fingers to handle objects, talk, and hear

Qualifications

• Education: A minimum of an associate’s degree or 5-7 years of clerical or related experience required
• Experience: A minimum of 5-7 years of clerical or related experience required
• Preferred Experience: Five to seven years of clerical experience in a major and deferred gift fund raising environment preferred
• Skills: Proficiency with reporting, experience with web content management systems, excellent organizing, prioritizing, and time-management skills, self-motivation, and initiative, excellent proofreading skills, ability to learn and manage new tools, technologies, and processes