Advancement Coordinator Executive Assistant

TITLE: ADVANCEMENT COORDINATOR/ EXECUTIVE ASSISTANT

SUMMARY:

Responsible for:

  • Coordinates minor events, support Agency's two major fundraisers and provide support for the successful solicitation of donors through direct mail and digital marketing.
  • Conserves Chief's time and promotes the agency image by representing the chief internally and externally; providing liaison between the chief, key directors, executives, board, donors, and employees; ensuring adequate agency communication from the Chief.
Note: This position includes exposure to sensitive and confidential information and requires considerable use of tact, diplomacy, discretion, and judgment

ESSENTIAL DUTIES:

ADVANCEMENT COORDINATOR:

  1. Coordinate the direct mail/digital solicitations; including two annual donor solicitations (end of the year and spring campaign). Oversee graphic design in coordination with PR Coordinator, print, and coordination of mailing(s).
  2. Solicits and bids out printing needs and other pricing for materials for donor stewardship, recognition, and other donor projects.
  3. Primary logistics coordinator for several of advancement's minor special events and supports major events and advancement committees.
  4. Interfaces and effectively communicates with donors, committee members, Board of Directors, and all Agency personnel.
  5. Develops strategies and implements online communication efforts, solicitations and projects in concert with PR Coordinator to cultivate and acquire new donors.
  6. Updates job knowledge by participating in educational opportunities, webinars, seminars, professional organizations and personal networks.

    EXECUTIVE ASSISTANT:

  7. Represents the chief by welcoming visitors, reviewing correspondence; arranging company meetings and other agency functions; answering questions and meeting requests directed to the chief.
  8. Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining the cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
  9. Acts as a historian to the chief for all meetings, keeping the agenda on task, meeting minutes and follow up on assigned action steps following the meeting.
  10. Assists with the chief and agency communications (presentations, emails, social media, print) by gathering information; preparing and editing communications; designing graphics presentation; getting approval from agency communications manager (if needed), producing and distributing.
  11. Helps key directors make consistent decisions by advising them of historical precedents; serving as a liaison between them and the chief.
  12. Arranges travel and meetings by developing itineraries and agendas; booking other transportation; arranging lodging and meeting accommodations.
  13. Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  14. Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
  15. Enhances chief's and agency's reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.
  16. Maintains confidentiality regarding client, families and Agency operations.
  17. Exercise good judgment in the performance of duties and responsibilities.

SECONDARY DUTIES:

Performs related duties as required.

SUPERVISORY RESPONSIBILITY:

The incumbent in this position has no formal supervisory responsibility but directly manages volunteers and special projects.

ENVIRONMENT:

The incumbent is in a non-confined office-type setting in which he or she is free to move about at will. The environment for this position is mostly clean and comfortable but may include some minor annoyances such as noise, odors, drafts, etc. Also, the incumbent spends time in the general community and other community facilities. The incumbent may be exposed to volatile and emotional students and clients.

PHYSICAL ACTIVITY:

In the course of performing this work, the incumbent:

  • Will spend substantial time standing, sitting, utilizing the computer, speaking, and listening.
  • May lift up to 20lbs periodically.
  • May stoop/reach to file or obtain documents from cabinets/drawers.

EQUIPMENT & SOFTWARE:

The individual in this position may operate any or all of the following:

  • Telephone, cellular telephone, fax
  • Computer, printer and related equipment
  • Copy machine
  • Personal automobile

Computer software may include any or all of the following:

  • Microsoft Office including Word, Excel, Powerpoint
  • Photoshop
  • Adobe
  • Raiser's Edge Donor Software
  • BidPal
  • Social media- Facebook, Instagram

MENTAL DEMANDS:

The incumbent in this position must be able to accommodate to any/all of the following: constant distractions, interruptions; and uncontrollable changes in priorities/work schedules. He or she is required to work occasional weekends and evenings to manage and participate in special events.

HIPAA Privacy Standards Compliance:

(While not all staff have access to or involvement with clients or their families, any who do must comply with HIPAA regulations. All items listed below are a condition of continued employment):

The incumbent will:

  • Not use or disclose protected health information about any member or other party in compliance with Five Acres' policies related to state or federal laws such as Health Insurance Portability and Accountability Act (HIPAA).
  • Use appropriate safeguards to protect the confidentiality of such information.
  • Report to Five Acres' management any use or disclosure of protected health information not permitted by Five Acres' policies related to state or federal laws such as HIPAA.
  • Participate in Five Acres' training or briefings on HIPAA information as scheduled.
  • Consult with supervisor on any issues or questions about compliance under Five Acres' policies related to state or federal laws such as HIPAA.

POSITION REQUIREMENTS:

These specifications are general guidelines based on the minimum experience normally considered essential to the satisfactory performance of this job. Individual abilities may result in some deviation from these guidelines.

To perform effectively in this position, the incumbent must have:

  • Bachelor's Degree required.
  • Working knowledge of Advancement and Development in the nonprofit sector preferred.
  • Experience with special events preferred.
  • Demonstrated competency in business English, spelling, punctuation, and general office practices and procedures.
  • Math skills sufficient to monitor basic budgets, prepare routine spreadsheets, calculate/balance invoices/expense reports, and tracking systems.
  • Computer savvy with proven skills in Microsoft Office programs, and ability to learn desktop publishing, Raiser's Edge software, and BidPal. Prior experience with Raiser's Edge and BidPal software a plus.
  • Highly effective verbal and written communication skills.
  • Basic leadership and organization skills and ability to work effectively as a team player with minimal supervision.
  • Ability to establish and maintain complex and confidential files, records and official documents.
  • Problem-solving skills and ability to make routine recommendations.
  • Flexibility to work in a changing environment.
  • Sensitivity to different cultures represented among clients, volunteers, visitors, and staff.
  • Ability to maintain absolute confidentiality about information coming through the office.
  • Must have a valid California Driver License, proof of automobile insurance and meet the Agency's safe driver guidelines.
Additional desired skills: presentation skills, self-confidence, meeting/scheduling management, strong interpersonal skills, decision making, project management/assistance proficiency, and travel logistics ability.

  

Typically, these skills result from completion of a degree in a related area such as nonprofit management, marketing, communications and several years of experience in a development function and managing special events.

The incumbent must be able to perform this job safely, with reasonable accommodation if necessary, without endangering the health or safety of him/herself or others. Location: Altadena, CA