The Special Assistant to the President and Institutional Advancement Coordinator is responsible for the day to day running of the Office of the President, as well as provide administrative support to the Institutional Advancement team as they work towards their fundraising goals.
The position requires the ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
Essential Functions listed in order of importance :
Management of the Office of the President
- Manages the President's workload, expense reports and reimbursements. Acts as gatekeeper and follow up to meetings
- Responsible for heavy calendar management, requiring interaction with internal employees, Board of Directors, clients, fundraisers and constituents.
- Serves as the primary liaison between the President, the Center's executive management team, the Board of Directors, and external audiences.
- Prepares the Board of Director report books for the board meetings; includes gathering the department reports, formatting the documents, assembling the books, and sending them to the board members via overnight delivery.
- Arranges accommodations for members of the Board of Directors
- Prepares the President for all internal/ external meetings i.e. researching organization /individuals to ensure President is fully briefed on issues to be discussed and has all logistical information needed.
- Reviews and evaluates incoming mail to identify those items requiring priority attention.
- Prepares, proofreads and edits all outgoing correspondence.
- Compiles correspondence and reports on behalf of the President.
- Initiates, troubleshoots and makes travel arrangements and schedules meetings.
- Assists the President in prioritizing and managing multiple projects simultaneously, and follow through on issues in a timely manner.
- Creates and manages the President's filing system.
- Coordinate the arrangements (logistics, catering etc) of special events as required, especially annual Gala
Institutional Advancement Support
- Prospect research - primarily for corporations & foundations but also major individual donors; match TWC's fundraising opportunities against prospect focus areas to identify alignments and draft prospect reports.
- Prepare backgrounders for Advancement prospect and stewardship events including research on bios of key attendees and preparing briefing booklets for the President and TWC leadership team including bios, event overview, run of show, agenda etc.
- Prepare quarterly updates on program activities for each of the "Funds/Initiatives" around which Advancement raises money for donors and prospects.
- Assist in generating correspondences and writing grant requests.
- Data entry and data updates to keep prospect and donor records current.
Executive Committee Support
- Work on special projects with the Executive Committee as and when needed
Education and Experience an equivalent combination of education, training, and experience will be considered :
Knowledge, Skills, and Abilities which are critical to the successful performance of the job. These may be representative but not all inclusive of those commonly associated with the position :
- Bachelor's Degree required.
- Minimum 3-5 years related experience is required
- Experience in the nonprofit sector is desirable.
- Expert level writing, researching and general communication skills
- An exceptional ability to multi-task, carry out numerous projects at the same time, and deal with frequent interruptions
- Diplomacy and an ability to interface with high-level officials
Equipment Used to Perform the Job which may be representative but not all inclusive of those commonly associated with this position :
- Easily adaptable
- Ability to maintain confidentiality
- Proven ability to articulate organizational objectives and development goals
- Independent judgment and initiative.
- Proficiency in MS Office with strong knowledge of Microsoft Excel and Word.
Physical Abilities commonly associated with the performance of the functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform described essential functions of this job. These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job.
- Standard office equipment including a facsimile machine, photocopier, and telephone system
- Personal Computer, job-related software and printer
This job description is no way states or implies that these are the only duties preformed by the employee occupying this position. Employees may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws.
- The employee may frequently lift and/or move up to 25lbs. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination, and the ability to identify and distinguish colors. While performing the duties of this job, the employee is regularly required to sit, use repetitive wrist, hand, and/or finger movement, reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, and crawl.
Certain job functions described herein may be subjected to possible modification in accordance with applicable state and federal laws.