Provide overall administrative support and assistance to the Director of Corporate and Foundation Relations (CFR) and CFR team with an emphasis on project management, meeting planning and logistics, ensuring the day-to-day operations are carried out efficiently and effectively. Provide backup for all administrative needs to the Philanthropy Department and Marketing and Resource Development Division.
Plan and coordinate internal and external meetings involving the CFR team and/or outside guests; including room setup, refreshments, decor, and other necessary logistics.
Coordinate, arrange and/or facilitate international and domestic travel to include partner and prospect meetings and conferences for the Director and the CFR team.
Maintain departmental calendar, including scheduling calendar for the Director.
Prepare and distribute agendas, materials and record minutes for CFR meetings and events or other staff meetings as requested.
Work in concert with the Director and the CFR team to provide research assistance to the Philanthropy Department, Heifer management and others as needed on prospective and current donors.
Assist in production and creation of reports, research and legal documents on donor and prospect activity for use by Philanthropy Department management and fundraisers.
Process vendor invoices and other charges with Finance Department for payment including checking for accuracy, coding, and analysis of any cost variance from bids and purchase orders/requests.
Type letters, reports, and statistical data as assigned; draft and proofread correspondence, including internal communications.
Create and maintain files on partners and prospects as directed.
Maintain CFR library of resources, including organizational database, online accounts and research subscriptions, CFR printed collateral, etc.
Assist in maintaining and monitoring CFR budget and expenses.
Assist with logistics and coordination for high level donor fundraising events.
Assist with photocopying, scanning, faxing and distributing correspondence, reports and other materials.
Research & analyze corporations for partnership qualification.
Assist in special projects as requested.
May perform other job-related responsibilities as assigned.
Bachelor’s degree in business administration, secretarial, English, or related field.
High school diploma/GED plus three (3) years of related experience.
Most Critical Proficiencies:
Excellent organizational skills including strong attention to detail.
Knowledge of the non-profit sector with awareness of the context in which non-profit organizations operate.
Expert knowledge of Microsoft Office Suite including Word, Excel, Access, PowerPoint, Outlook and Publisher.
Adherence to ethical research and fundraising practices as outlined in the Association of Professional Researchers for Advancement (APRA) Code of Ethics and the Association of Fundraising Professional (AFP) Code of Ethical Principles and Standards of Professional Practice.
Excellent writing skills with ability to respond to perfunctory correspondence.
Experience in accounting and math sufficient to analyze financial reports, handle daily financial transactions and monitor budgets.
Skilled with reading and comprehending instructions, short correspondence and memos.
Knowledge of adding, subtracting, multiplying and dividing in all units of measure, using whole numbers, common fractions and decimals, as well as computing rate and percent and to produce and interpret graphs.
Skilled with operating and troubleshooting basic office machines including fax, copiers, printers, computers, etc.
Essential Job Functions and Physical Demands:
Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people and external corporations.
May require constant sitting and moving as well as occasional bending or standing; working at a computer for extended periods.
Ability to communicate with clarity and with a professional demeanor.
Proven ability to consistently meet deadlines with the ability to work unsupervised for the majority of the work time.
Ability to proofread for correct punctuation and grammar, and prepare and present documents, reports, and other correspondence in a well-designed, attractive format with superior attention to detail.
Constant telephone, face-to-face and electronic communication with colleagues and the general public.
Ability to lift and carry up to 25 pounds (11 kilograms).
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to solve multiple problems involving several variables.
Ability to effectively present information and respond to questions from top management, groups of managers, donors, and general public.
Willingness and ability to travel as needed.
Ability to understand and prepare oral and written material including information for marketing, pricing, and budget preparation.
Working with sensitive information and maintaining confidentiality at all times.
It's not just a handout; it's a new way of life. Heifer Project International (known as Heifer International) runs more than 925...