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.

Critical Relationships

• Provides day-to-day assistance and overall administrative support to the PGP leadership team.
• Communicates with major donors for scheduling and other correspondence.
• Serves as the point of contact for internal and external stakeholders.
• Supports the Professional Advisor Council, including but not limited to meeting preparation and coordination, meeting minutes, and RSVP tracking.
• Supports PGP retreats, meetings, volunteer activities, etc.
• With the CPO, coordinates calendar of topics and staff engagement at PGP team meetings.
• Serves as support for new hires in PGP.
• Trained to be able to provide backup support for Donor Services hotline and gift processing.

Boundaries

• Provides day-to-day assistance and overall administrative support to the PGP leadership team.
• In partnership with the CPO, the role provides administrative support to the PGP Committee of the board.
• Collaborates with key stakeholders with the foundation to support the strategic goals of the PGP Department.

Tasks

• Calendar & Meeting Management: Prioritize and coordinate schedules of department leads and act as a scheduling liaison with internal and external stakeholders. Support adding key donor engagement and fundraising events to appropriate calendars across the organization.
• Travel, Expense & Invoice Coordination: 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.
• 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.

Competencies & 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
• Intermediate to advanced computer/software skills, including Microsoft 365 (Outlook, Word, PowerPoint, Excel, & Teams) and Zoom