Administrative Assistant
Princeton University - Princeton, NJ

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This individual is responsible for providing high level administrative office support to the Senior Associate Director of Development Priorities and the Priorities team. The administrative assistant is one of the critical first points of contact in the development office for senior administrators, campus partners, alumni, and volunteers. The administrative assistant handles confidential gift information; collects, manages, and analyzes information related to the fundraising priorities, and prepares materials for presentation and distribution.

Principal Duties:
The incumbent is expected to successfully perform the following functions in Development Priorities.

Create, proofread, edit, and finalize customized correspondence, e.g., presentations, memos, agendas, reports, meeting minutes, and other documents for distribution to senior administrative/faculty partners across campus, key volunteers, and donors
Conduct research and prepare reports related to campaign priorities
Serves as a back-up for the donor gift document process, and preparation for the Fundraising Priorities Working Group (FPWG) meetings
Manages Capital Plan projection data under the supervision of the senior associate director
Partner with the senior associate director to develop an organizational plan for the high volume of building project related materials and requests and assist associate director with management of advisory council membership data via STRIPES
Responsible for administrative duties including creating, organizing, and maintaining files; scheduling meetings and maintaining appointment calendars; distributing documents to appropriate parties and files; and making travel arrangements
Create and prepare spreadsheets; prepare expense reports and use and maintain office equipment, such as copiers, faxes and printers
Communicate directly with University faculty, senior administrators, donors, alumni and volunteers, or their representatives, and students to provide information or schedule meetings or campus visits
Provide back-up and assistance to the other support staff in the group and perform as a team player in carrying out the collective work of the team
Assist callers, visitors, and other staff on behalf of supervisor
Undertake special projects and assignments as assigned

Knowledge, Skills and Abilities:
Ability to prepare materials for distribution (electronic, mailings, and hardcopy), including agendas, meeting materials, letters, reports, presentations, and briefings
Proficiency with data and financial information management and presentation
Demonstrated ability to exercise independent judgment and make decisions based on established policies and procedures in supervisor's absence
A high level of proficiency with computer equipment and the Microsoft Office suite of applications software, including Word, Excel, Access, and PowerPoint
Excellent word processing, spreadsheet preparation, and proofreading
Excellent knowledge of English grammar, spelling, and punctuation sufficient to compose, edit, and proofread correspondence and reports
Excellent interpersonal skills and a high degree of professionalism and initiative
Strong attention to detail and accuracy - discretion in dealing with highly confidential material
Demonstrated ability to perform as a team player
Demonstrated ability to manage workload of the team and to prioritize projects as needed
Strong customer service orientation

Essential Qualifications

Bachelor's degree
Minimum three to five years of administrative experience, preferably working in a fast-paced office for one or more senior managers
Proficient in Microsoft Office suite of applications

The finalist will be required to successfully pass a background check.

EOE/M/F/D/V

Preferred Qualifications

Knowledge of Princeton University a plus
Ability to learn and use technology and software, including OnBase, and STRIPES, the Office of Development's comprehensive database system, for a range of functions

Princeton University - 2 years ago - save job - block
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