Administrative Assistant, Development Department
- Job posted by National Trust for Historic Preservation
2600 Virignia Avenue, NW
This position provides high level administrative support for a busy Chief Development Officer (Chief) and a bustling development division as they strive to exceed annual and campaign fundraising goals. Central to this position is supporting the Chief’s work within and across the division and organization, and externally with members of the Board and donors to the institution. The ideal candidate is able to manage competing priorities for the Chief and the division with a can-do attitude, and to maintain a pleasant and professional demeanor under pressure.
- Proactively provides high level administrative assistance to the Chief in her annual and campaign donor portfolio management. Helps provide insight and observations on organizational issues and departmental practices.
- Provides support with Chief’s personal contact list and email correspondence and handles all calendar appointments for internal and external meetings.
- Assists with travel logistics, donor/prospect follow-up, and expense reimbursements for all business travel and local meetings.
- Helps prepare and respond to a range of high level correspondence (gift acknowledgements, membership materials, pledge agreements and reminders, agendas, meeting materials and other documents as necessary) as assigned by the Chief, and on her behalf as directed.
- Serves as the division’s administrative liaison to the President’s Office, tracking communications related to the President (travels, briefing materials, acknowledgements, proposals, etc.)
- Serves as the development administrative liaison, and programmatic liaison as directed, to other National Trust divisions and departments, and works closely and proactively with other support staff to maintain cross-organizational workflow and calendars.
- Works with Trustees, Campaign Volunteers and other high level stakeholders to assist with scheduling relevant donor meetings and to handle all necessary post-meeting correspondence, requiring a high level of poise, professionalism, timeliness and attention to detail.
- Tracks status of principal gifts ($500K+ donors) and campaign solicitations for the Department. Works with appropriate staff in Data, Analytics & Operations and in Accounting to acquire, compile and monitor financial reports, reviewing regularly and flagging potential issues to the Chief.
- Works with key external stakeholders (Trustees, donors, prospects, and the public) as well as with other departments in a professional and timely manner.
- Tracks communications and administrative activities within division, and among direct reports to the Chief.
- Assists with administrative duties, including but not limited to: donor database record maintenance, filing, and departmental calendar maintenance.
- Answers main phone line for Chief’s office and responds to inquiries from donors, prospects, and the public.
- Serves as point person on the Treasure Advancement Team (TAT) nomination process for the development division.
- Works with the Office of Human Resources to assist with the department’s recruiting, on-boarding and summer internship schedules.
- Stays current on major National Trust issues and programs.
- Special projects and other duties as assigned.
- Two or more years of professional level experience, particularly in a matrixed and geographically dispersed non-profit, including experience supporting a senior executive. Preference for experience in a non-profit fundraising setting.
- Demonstrated ability to write and communicate clearly and effectively.
- Demonstrated experience working with fundraising database software preferred (netForum by Abila a plus).
- Basic analytical and problem solving skills, including issue identification and prioritization.
- Basic project-coordination skills.
- Excellent attention to detail.
- Experience successfully interacting with key stakeholders.
- Ability to collaborate and achieve results.
- Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion. Strong organizational skills required.
- Ability to continually develop skills related to use of rapidly changing technology and communications best practices.
- Strong verbal and written communication skills in English.
- Entrepreneurial spirit and skill set essential.
- Ability to adapt and be flexible in a dynamic work environment required, including working effectively with frequent interruptions and handling changing and/or unscheduled tasks with accuracy. Public contact and ability to work successfully in close proximity to others required.
- Demonstrated success in helping with outreach to and engagement of culturally diverse audiences and partners a plus. Bilingual languages a plus (especially English/Spanish)
- Demonstrated competence on Microsoft Office, specifically, Word, Excel, and Power Point and using MS Outlook for extensive high level scheduling and calendar management of behalf of busy executives.
- Regular and reliable attendance required.
- Bachelor’s degree (or equivalent years of experience) required, with preference for a cultural and/or preservation background.
Generous benefits, including affordable health,dental and life insurance, retirement contributions, and 3.5 weeks' vacation, plus sick time and holidays.
Level of Language Proficiency
Bilingual English/Spanish a plus
Minimum Education Required