Executive Assistant, Philanthropy and Gift Planning

Position Summary

The Executive Assistant, Philanthropy & Gift Planning, is part of the Philanthropy & Gift Planning (PGP) department which is responsible for engaging donors to raise funds and move resources into the community. The position reports to the Chief Philanthropy Officer (CPO) and is responsible for assisting staff with semi-routine and semi-complex administrative or functional activities. Supports senior level leaders and their teams in calendaring, small project management, invoice processing, supporting events and ensuring overall efficiency of departmental operations. This role helps shape team culture, and successful candidates will be proactive, accountable and have a passion for working in fundraising, development, and/or philanthropy.

CPO Support

• Provides daily assistance to the CPO including complex calendar management, communication with internal and external constituents, administrative support, and various tasks and projects as needed.
• Supports adding key donor engagement and fundraising events to appropriate calendars across the organization.
• Manage logistics and ensure compliance with processing expenses and travel, manage vendor and contractor payments.
• Contract management: Manage process for contract approval for all PGP contracts in Salesforce.
• Document Preparation: Draft memos, presentations, reports, and correspondence.
• Project Management: Assist with tracking deliverables and deadlines for small departmental projects.
• Thought Partnership: Contribute as a thought partner to the CPO.
• Communication Liaison: Serve as the point of contact for internal and external stakeholders. Serve as support for new hires in PGP.
• Backup support for key PGP functions: trained to be able to provide backup support for Donor Services hotline and gift processing.
• Board & committee support: Board committee support duties including PGP Committee docket preparation, meeting minutes, meeting coordination. Provide administrative support to the Professional Advisor Council, including but not limited to meeting preparation and coordination, meeting minutes, and RSVP tracking.
• Internal PGP meeting support, including team retreat: Supports PGP retreats, meetings, volunteer activities, etc.
• With the CPO, coordinate calendar of topics and staff engagement at PGP team meetings.
• Event support: Support donor events as needed, including RSVP tracking, registration management including nametag production, and other event support as needed.
• Budget Management: Partner with teams to manage approved budget expenses and develop small budgets for projects and events.

Qualifications

• 3+ years of relevant experience
• Experience working with donors/development/fundraising
• Demonstrated success with managing administrative projects and multiple competing tasks on a tight deadline
• Demonstrated tact and diplomacy in interacting with others and good judgment
• Highly organized with good decision making and time management skills
• Strong written and verbal communication, administrative and organizational skills, good active listening skills, and attention to detail
• Ability to learn, navigate and manage online platforms, including Salesforce and Smartsheet
• Ability to travel locally, as needed
• Experience providing support to multiple executives or directors a plus