DATE: January 31, 2013TITLE: Assistant to VP of DevelopmentDEPT: DevelopmentREPORTS TO: VP of DevelopmentAVAILABLE: ImmediatelyHOURS: Full Time Regular, 35 hours per week, Monday- FridayJOB SUMMARY: Provide executive and administrative support to the Office of the Vice President of Development and coordinate efforts that will maximize efficiency, expedite the work of others, and ensure smooth operation of the units comprising development. Provide administrative support to VP and directors regarding staffing of the Board of Trustees and Overseers and other volunteer committees.RESPONSIBILITIES: 1.Organize the Vice President's daily administrative needs and ensure that the VP is briefed on changes in schedules and priorities. Interprets and manages requests for appointments and information. 2.Respond to requests from external and internal constituents regarding development matters, effectively redirecting requests as appropriate.
Provide information to and serve as liaison for the Vice President with the development team, NEAq staff, Board members and other volunteers, community members and government representatives.3.Regularly handle confidential or sensitive information, exercising discretion concerning its disposition. Draft memos and correspondence for Vice President's review and signature and/or personally responds to inquiries. 4.Plan and prepare itineraries for VP as they relate to donor and volunteer visits, including creating correspondence and briefing materials and follow up. 5.Provide administrative and logistics support to the President and the Vice President for Development for meetings of the Boards of Trustees and Overseers, Magellan Society, and Nominating and Development Committees.
6.Assist VP and directors in design and implementation of annual operating plans including regular tracking and reporting of results. 7.Work with the VP for Development, the Development Events Manager, directors and leadership volunteers in planning and implementing cultivation, solicitation and stewardship events with the President and/or Vice President and select prospects. 8.Initiate and coordinate invoices and expenses for the Vice President's office. Track departmental expenses, including preparation of expense reports as required.
9.Coordinate and schedule a wide array of activities to support office functions; plans staff and directors administrative meetings. Assist with agenda and materials preparation.QUALIFICATIONSMinimum Training and ExperienceRequires a BA Degree and 2 years of job-related experience in an administrative position, preferably in a non-profit development office.Knowledge, Skills and AbilitiesExcellent organizational, written and verbal communication skills.Ability to work effectively and diplomatically with all members of the Aquarium community, including Trustees, Overseers, donors, and senior staff.Demonstrated ability to set priorities, work independently, multi-task, problem solve, maintain confidentiality and coordinate projects successfully.Proficiency with MS Office required. Knowledge of Raisers Edge fundraising software helpful, along with a proficiency in developing PowerPoint presentations.New England Aquarium is an equal opportunity/affirmative action employer committed to diversity in the workplace.New England Aquarium is an equal opportunity/affirmative action employer committed to diversity in the workplace.