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AMERICAN COMMITTEE FOR THE WEIZMANN INSTITUTE OF SCIENCE

Job Objective: - Perform complex administrative functions, including coordinating
National Programs initiatives, special events, leadership development
programs and committee meetings.
- Develop promotional materials and help develop marketing and program strategies for National Programs.
- Develop and maintain relationships with staff, vendors and donors.

Essential Responsibilities and Duties:
• Assist in the planning, development and implementation of meetings and special events.
• Develop, maintain and update databases and mailing lists; mail invitations; monitor responses and track attendance for programs and events. Generate mailing lists and run reports from the database, as requested.
• Research donors and their giving histories via donor database, department files, and in consultation with the staff of the regional offices.
• Establish and maintain rapport with donors and prospects through initial and follow-up telephone contact.
• Research and assist with the selection of the site, catering, décor, flowers, audio-visual equipment, security, etc. Work with selected donors to arrange logistics.
• Research and recommend creative speaker and programming ideas.
• Work closely with supervisor on governance-related projects (e.g., draft meeting agendas, correspondence, meeting announcements and materials, minutes of meetings, etc. for the Board of Directors, Executive Committee and Nominating Committee).
• Provide administrative support for event committees, as needed, including develop agendas, reports and timelines for presentation by lay leadership.
• Help design, write and provide feedback on print and electronic materials, including brochures, invitations, postcards, flyers, programs, speeches, nametags and official correspondence
• Communicate with graphic designers, printers and mail houses and oversee the timely execution and quality of all printing.
• Provide on-site coordination at events as needed (e.g., serve as liaison with vendors, assist staff and donors and troubleshoot).
• Draft event timelines, and official correspondence including thank-you notes, announcements and other department communications. Proofread documents and other department communications.
• Assist the Associate Director in compiling visiting scientists’ itineraries.
• Assist the Associate Director in the coordination of individual and small group visits as well as Mission trips to the Weizmann Institute, including the development of Mission materials and itinerary booklets.
• Maintain and distribute the monthly Calendar of Events and the Scientists Visit report.
• Monitors and works closely with the Program Assistant regarding the administrative responsibilities of the department.
• Track revenue and expenses of National Programs, and create lists and reports for supervisor.
• Coordinate finances, including accounts payable and reimbursement of expenses. Prepare American Express expense reports as necessary.
• Assist senior staff in the department in the management of their schedules: schedule appointments, both in and out of the office, and maintain calendar.
• Perform other special projects as assigned by the Vice President of Donor Relations & National Programs.
• Occasional evening work, as needed.
• Maintaining a convivial atmosphere and cooperative spirit at the workplace is essential.

Skills and Abilities Required:
• Excellent oral and written business communication skills, including solid editing skills.
• Deadline and detail-oriented administrator with strong organizational and time management skills.
• Excellent analytical and creative skills in developing effective ways of handling assignments.
• Decisive and resourceful with the ability to deviate from routine as necessary to meet changing work needs and demands.
• Exercises sound judgment in performing the tasks of the job. Knows when to make independent decisions and has a high degree of the awareness of the impact of decisions in other areas.
• Strong customer service orientation.
• Multi-task oriented. Demonstrates efficient time management and ability to prioritize workload.
• Ability to interface well with all departments of the organization.
• Demonstrates initiative to learn new skills and/or expand job responsibilities.
• Event planning work experience in a not-for-profit organization is a plus.
• Editorial and graphic design experience is also a plus.
• Minimum two years full-time administrative experience after graduating from college.

Computer Equipment and Software Requirements: Very proficient in MicroSoft Word, Excel, Access, and database software and Internet navigation/search functions. Proficiency with donor base software (e.g., Razors Edge or Pledgemaker) helpful. Knowledge of Adobe Photoshop, Adobe Acrobat Professional, MS PowerPoint and understanding of document

Please visit our website: www.weizmann-usa.org before applying for this position. It is important that you familiarize yourself with our mission.

If you are interested in applying for this position, please submit your resume via email along with a cover letter (it should include your salary requirements). NO TELEPHONE INQUIRIES, PLEASE!

Esther M. Khanna
Administrative Services Manager
American Committee for the Weizmann Institute of Science
633 Third Ave., 20th FL
New York, NY 10017

ekjobs@acwis.org