FUNCTION: The Executive Assistant and Board Liaison works to provide the successful execution of all resource strategies as well as assure that all related constituent data is accurately entered in Raisers Edge. Provides direct Administrative support to the CEO, Board of Governors, and related committees. Additional responsibilities include working directly with and supporting the President /CEO by scheduling meetings and travel, maintaining his/her calendar, and helping as other necessary tasks arise. (Examples of additional projects include, but are not limited to: special events, building projects, and fundraising programs.) Employee is responsible for using discretion in communications maintaining the complete confidentiality of all information and any related document.
KEY ROLES (Essential Job Responsibilities):
Serve as a liaison with the presidents staff, Board of Governors, related committees and other professionals supporting the BGCS
Retain and update contact information of donors, community leaders, and other important contributors
Produces donor reports for senior management and monthly board reports
Enter new constituent (donor and prospect) information gained from CEO, other senior staff, board member and/or via research and other methods.
Perform simple queries and reports as needed.
Design templates for securing and presenting information on donors and prospects.
Maintain constituent records for up-to-date contact information.
Greet and direct visitors to the main office location
Coordinate meetings for Capital Campaign
Manage President/CEO calendar
Schedules meetings for President/CEO to meet with key contributors to the BGCS programs and development
Coordinate corporate board meetings through agenda planning, meeting invites, and conference call set-up
Organize travel arrangements for President/CEO and out of town guests
Assist with off-site meeting arrangements for staff such as conference registrations and Area Council Meetings
Estimate appropriate times for meetings by arranging appointments and giving consideration for meeting discussion and travel time
Perform Related duties as required
Ensure President/CEO, Board of Governors, and related committees are provided with the information and support necessary to fulfill their meeting objectives.
Prepare invoices, reports, memos, letters, and other documents
Analyze incoming memos, submissions, and other inquiries to determine their significance and plan their distribution
Prepare meeting materials such as handouts, agendas, and meals
Prepare and edit correspondences, emails, presentations and other documents for President/CEO
Perform additional general office duties as needed: order supplies, organize materials, and maintain records
Coordinate items for Arizona Alliance and Community Based Organizations (record minutes, prepare agenda, schedule meetings, etc.)
Development Team Liaison
Serve as a liaison for the CEO and the Development Team.
Attend Staff Development Team meetings
Attend Board Development Committee meetings
Track high level development projects for the CEO
Four-year degree from an accredited college or university, and at least five years equivalent experience.
Minimum two years of experience in Raisers Edge in a non-profit fundraising environment.
Excellent computer skills. Capable of using WebEx, Razors Edge, Microsoft Office, video conference programs, word processing, spreadsheet, database, and/or presentation software.
Ability to handle very sensitive, confidential and proprietary matters on a routine basis with discretion.
Driven and persistent in all areas of the job.
Ability to read people well and to work effectively with members, staff, and community leaders.
Great organizational and planning skills
Ability to follow up, network, and make valuable connections with staff, donors, and the community
Good written and oral communication skills
Strong communication skills, both oral and written.
Enthusiastic approach to a changing and fast paced work environment
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Must be able to bend and lift boxes anywhere from 5-40 pounds.
Must be able to remain alert and energetic for 8 hours or more
Must be able to sit for an extended period of time
Must be able to work on a computer for 4-6 hours a day
May be required to work outside the traditional Monday to Friday 9am to 5pm hours. Some additional evening, early morning, and weekend work may be requested with this position.
The information presented indicates the general nature and level of work expected of employees in this position. It is not designed to contain, or to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
Boys & Girls Club Of Greater Scottsdale