Administrative Specialist – Women in Philanthropy

Administrative Specialist - Women in Philanthropy

The Administrative Specialist – Women in Philanthropy is a critical member of the Campaign Team, providing administrative support to the Women in Philanthropy (WiP) division. This position will support all Campaign activities for the division, including event support, event and fundraising reporting, donor inquiries, attendance tracking, acknowledging new donors and donors who move to new giving levels, and more. This position will directly support the Director of Women in Philanthropy, as well as the Women in Philanthropy Associate.

Essential Functions:

1. Sorts, routes and distributes mail, ensuring that documents requiring signatures are turned around in a timely fashion.
2. Answers telephones, helps lay leaders with their pledge/payment information when needed, takes messages and pledge gifts, refers callers to appropriate staff and/or answers their questions (i.e. event information, phone numbers, addresses), secure credit cards for events and pledges.
3. Coordinates meeting logistics by: managing scheduling, communications, arranging logistics of the meetings/ follow-up and ensuring all required materials are available as needed.
4. Utilizes BBEC database for reports, mailings, meetings, attendance and notes. Creates a contact note in BBEC as needed when communicating with a lay leader.
5. Prepares correspondence, reports and documents as needed.
6. Prepares correspondence and documents as needed.
7. Establishes and maintains a comprehensive recordkeeping system and office procedures.
8. Miscellaneous office duties such as ordering and organizing supplies as directed, purchasing various occasion cards and postage stamps as needed.
9. Assumes additional responsibilities and performs special projects as needed.
10. Interacts professionally on a regular basis with staff, vendors and donors and lay leadership with excellent customer service.
11. Manages key components of major fund-raising and outreach events, including registration, seating and appropriate recognition.

Additional Duties/Responsibilities:

1. Uses extensive BBEC technology for all aspects of event planning, mailings, and participant coding.
2. Assists in planning and finalizing logistics for outside events, e.g. transportation, registration, room set-up, etc.
3. Creates and maintains special donor groups’ databases in BBEC (Lion of Judah, Pomegranate Society, Impact365 Society, CIAC, etc.).
4. Creates and maintains complex queries to report donor information, ( e.g. Women’s Campaign, Women IN Philanthropy).
5. Enters and maintains contact notes.
6. Maintains donor contact information based upon information learned through event RSVP’s by updating it via their BBEC account.
7. Miscellaneous event logistics and planning include:
• Sending welcome letters and coding (committee change forms) to new Lions, Pomegranates, and Impact365 women;
• Ordering and updating Lion of Judah pins and Pomegranate pins;
• Women’s Lion of Judah Event;
• Women IN Philanthropy Annual Signature Event;
• Women IN Philanthropy Annual Luncheon;
• Professional Women’s events;
• Women’s Professional / Women IN Philanthropy Missions;
• Women IN Philanthropy Coaching Circles;
• Women IN Philanthropy K’sharim Event;
• Lion of Judah / Pomegranate Society Social;
• Ruby Lion Society Social;
• Sending special occasion cards to Women’s Philanthropy lay leaders;
• Proof-reading communications.

Required Qualifications:

Knowledge, Skills, Abilities and Personal Characteristics:

1. Experience with Microsoft Office applications, and with intranet and internet usage.
2. Ability to develop and write business correspondence.
3. Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
4. High attention to detail, follow-up, self-motivated, proactive and solution focused.
5. Well-developed customer services skills.
6. Ability to express self effectively and concisely, both orally and in writing.
7. Ability to tactfully and effectively deal with public and staff in a personable and professional manner.
8. Maintain a high level of energy and a consistent positive attitude.
9. Flexibility with work hours to assist with events.

Education, Training and/or Experience:

• High school diploma or GED.
• At least 5 years administrative assistant experience.

Preferred Qualifications:

• Associate’s Degree

If you are qualified and interested in this exceptional opportunity, please send your resume and cover letter, and apply here.