Administrative Assistant
National Wildlife Federation - Reston, VA

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Key member of the Philanthropy and Marketing Communication teams responsible for providing high-level support to the Vice President for Philanthropy, Associate Vice President for Development, Sr. Director of Membership and Vice President of Marketing Communication. Serves in a critical coordinating capacity to ensure excellent and productive relationships with other NWF executive staff, the board of directors and President’s Advisory Council, principal prospects and key high-level volunteers and donors.

ESSENTIAL DUTIES:
Administrative Support
  • Scheduling and coordinating meetings and appointments; recording meeting minutes; developing, preparing and distributing committee reports electronically; making travel arrangements; providing information in response to inquiries from board and PAC members, the president’s office and key volunteers and donors.
  • Assisting with tracking and implementing actions for principal prospects using the Raiser’s Edge database; actively participate with other appropriate Philanthropy staff in organization and tracking of the VP and AVP portfolio of donors to ensure visits, stewardship, and follow-up; drafting correspondence; organizing and updating files and notebooks; and managing the leadership expense budgets for Philanthropy and Marketing Communications including their corporate credit cards.
  • Assisting the Vice President in coordinating development communications with the NWF Board, the Office of the President, the President’s Advisory Council, the Development Committee of the Board, the Staff Volunteer Leadership Committee, and high-level donors.
  • Scheduling and coordinating meetings, actions, and follow-up with senior NWF staff; works directly with the Special Assistant to the President in managing the President’s Advisory Council.
  • Assisting the manager of the special circle/group with the above and serve as the liaison of this group to the VP of Philanthropy, assisting them in actively engaging members to support NWF’s work.
  • Serves as Philanthropy’s liaison to, and provide direct support of, the Staff Volunteer Leadership Committee in an effort to move prospects to greater participation and support of NWF’s work.
  • Advisory Council, and serve as Philanthropy’s liaison to this group.
  • Maintaining and updating departmental phone and staff schedule lists, organizational chart and monthly departmental calendar.
  • Assisting in preparing agendas and materials and in implementing monthly departmental staff meetings and annual leadership team and departmental retreats.
  • Proofing all departmental materials submitted to the Office of the President, the Board of Directors, Presidents Advisory Council and the Development Committee of the Board.
  • Works to maintain open lines of communication with administrative staffs of all departments that interact with Philanthropy and Marketing Communications.
  • Coordinates with Philanthropy Leadership Team to compile and submit annual departmental goals and annual employee performance evaluations.
Donor Relations and Donor Management
  • Answering inquiries from and provides information to donors and donor prospects when needed.
  • Attends donor management meetings for prospects and enters planned cultivation activities into Raisers Edge moves management system on behalf of VP and AVP. Actively communicates and supports communications between relationship managers and President’s Advisory Council and the Board Development Committee whenever and however needed.
  • Assisting with all coordinating, communication, actions, meeting arrangements and follow-up for any special donor circle or group the VP or AVP manages.
EDUCATION:
  • College degree and 3 years administrative experience; 5 years providing support at the executive level (may substitute for degree).
EXPERIENCE:
  • Experience working in a development or marketing department preferred.
SKILLS:
  • Strong organizational skills; ability to identify and anticipate next steps, particularly in recurring activities.
  • Excellent verbal and written communication skills; proofreading skills; detail and accuracy
  • Must be able to maintain a professional demeanor in all situations and be able to withhold confidential information (when appropriate).
  • Ability to work independently with little supervision; take initiative and be flexible
  • Knowledge of standard office administrative practices and procedures; organizational and planning skills
  • Proficient computer skills and in depth knowledge of MS Office Suite 2007 and/or 2010.
National Wildlife Federation is America’s largest conservation organization, passionate about protecting wildlife for our children’s future. NWF is an equal opportunity employer committed to workplace diversity.

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