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Executive Assistant, Advancement – Temporary posit

Interlochen, MI

Website:
http://interlochen.org

Posted on April 30, 2019

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About Executive Assistant, Advancement – Temporary posit

Executive Assistant, Advancement – Temporary position (8-12 weeks), 

This position provides high-level administrative support for the Vice President (VP) and Associate Vice President of Advancement (AVP), especially related to their managed prospects and their association with the Board of Trustees, including the Advancement Committee, and with other leadership volunteers.  This person also coordinates the front desk of the Advancement Office, ensuring attendant duties are covered including phone support and greeting guests. The Executive Assistant, Advancement may provide administrative, operational, technological, and for special projects/initiatives support for the Advancement department as a whole on a special, only as-needed basis.  This position will be filled for an 8-12 week time frame, with the possibility to extend.

 

Major Duties and Responsibilities

  • Provide high-level support for the Vice President and Associate Vice President of Advancement, particularly with regard to managed prospects, the Advancement Committee, other Trustees, and other high-level volunteers.

  • Provide calendar support, including scheduling of internal and external meetings for Vice President and Associate Vice President of Advancement

  • Planning for meetings, such as prompting the discussion and creation of agendas, drafting and distributing meeting minutes, as appropriate

  • Drafting the Advancement section of the bi-monthly Board report

  • Creating presentations and other materials for Advancement Committee meetings, which includes running all necessary reports to pull the required data and formatting that data for dissemination to that group; drafting minutes for Advancement Committee meetings, and for other meetings as requested

  • Managing travel arrangements and preparing materials for the VP and AVPs meetings with donors, including gift items. Managing and submitting all necessary post-travel expense reports. Tracking action items from meetings and follow-up with VP and AVP.

  • Managing the VP and AVPs correspondence and communication with managed prospects, donors and with others including members of the Board of Trustees and leadership volunteers, which may include high-level donor touches.

  • Overseeing pledge and donation record-keeping and donor acknowledgment as required, preparing gifts for processing by the Business Office.

  • Assisting Vice President and Associate Vice President with maintaining clean records for managed prospects including Open Major Gifts and contact reports.

  • Creating and managing Salesforce reports, dashboards, and data analysis tools to enhance tracking and reporting capabilities for the Vice President and Associate Vice President

  • Coordinates the front-line administrative support for the Advancement office by ensuring a presence at the front desk and those attendant duties are fulfilled, delegating those actions as appropriate.

  • Maintains responsibility for main Advancement phone line and general Advancement email

  • Ensures gifts are processed on a timely and efficient manner

  • Coordinates submitting purchase orders, work orders, supply orders, and expense reports

  • Responsible for general office correspondence, including phone, mail, email, and fax

  • Provides operational, technological, and special projects/initiatives support for the Advancement department, in conjunction with the Manager of Operations, as on a special, only as-needed basis

  • Other duties as assigned

 

Problem Solving/Decision Making

The person in this position MUST:

  • Be the go-to person for the Vice President and Associate Vice President with an exceptionally high degree of professionalism, organization, and attention to detail

  • Must be able to juggle multiple requests and responsibilities and determine an appropriate approach to prioritize actions

  • Be able to remain focused and productive while working during busy times and with interruptions, while remaining calm and flexible

  • Be very technology-oriented and have a passion for utilizing technology to increase efficiency, solve problems, and analyze results; possess a high level of comfort working on data-intensive projects

  • Be a strong problem-solver and have the ability to anticipate obstacles and recommend appropriate solutions

  • Possess strong critical thinking and analysis skills, with the ability to recognize patterns, draw conclusions, spot problems, and be proactive in managing potential issues

  • Be self-motivated and able to operate effectively with limited direction

  • Be flexible with work hours

 

Knowledge and Experience

  • Bachelor’s Degree required

  • 3-5 years’ experience required, preferably in Advancement or a related field

  • Must be extremely tech-savvy and have demonstrated the ability to use cloud-based programs and platforms, databases, email and calendar systems, as well as standard software such as MS Office; knowledge of Salesforce preferred but not required.

  • Must have excellent interpersonal and communication skills and excellent writing skills, with basic proofreading skills preferred

  • Must have familiarity with scheduling and travel arrangements

  • Extreme confidentiality required; must be able to work with highly sensitive and confidential information, and must be willing to sign a confidentiality agreement

  • Must be extremely organized and detail-oriented, with the ability to be persistent and follow through on actions and to work independently with little supervision

  • Be tactful, diplomatic and demonstrate the ability to interact effectively with diverse groups and individuals from across the organization; professional demeanor important

  • Must be extremely organized and detail-oriented, with the ability to follow through on actions with persistence

  • Must be comfortable working in a fast-paced office environment

  • Must have a deep belief in the mission of Interlochen Center for the Arts

 

 

Work Environment

  • The primary working environment is on campus

  • Normally 40 hours a week with very occasional evenings and weekends. Occasional evening work may be necessary during periods of high work activity. Minimal weekend hours may be needed for special events, especially during the summer season

  • Needs to be available for occasional communications outside of normal office hours.

  • Standing, sitting and working on the computer for extended periods of time

 

To apply:  Combine cover letter and resume into one document. Save as a PDF.  Collect 3 character references, including their email addresses. Go to www.interlochen.org/careers. Find position.  Click APPLY NOW.

Job at a Glance

About Interlochen Center for the Arts

How to Apply