Executive Assistant for Development
Job Description
Full job description
Administrator: Vice President of Development
Experience: 3+ years’ experience in administrative support, sales team office management or related experience
Education Required: High school diploma and 3+ years directly related experience
Overtime Status: Exempt, not eligible for overtime
FTE and Benefits: 1.0 FTE; eligible for full employment benefits
Preferred Start Date: May 13, 2024
MAJOR DUTIES AND RESPONSIBILITIES:
The Executive Assistant for Development (“Executive Assistant”) of the Montana State University Alumni Foundation (“Alumni Foundation”) is responsible for providing advanced, diversified and confidential administrative support to the Vice President of Development and the fundraising team. The desired support provided requires broad experience, competencies and knowledge of organization policies and practices. The Executive Assistant reports to the Vice President of Development.
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Provide executive administrative support to the Vice President of Development. Exercise discretion and judgment to complete tasks, including but not limited to, calendar management and scheduling of appointments, travel coordination, development and technical review of outgoing correspondence, pre-approval of team expenses and PTO requests, monthly budget summaries, and share drive organization.
- Prepare gift agreements, terms of fund and gift annuity contracts. Maintain electronic and paper files for gifts from donors and planned giving prospects.
- Provide project management support to various fundraising initiatives, including preparing materials, support in creating presentations and ensuring timely completion of tasks and priorities.
- Coordinate a variety of standing meetings and development trainings in support of the Development Team, such as all development team meetings, development retreats, quarterly and annual reviews, and expanded development trainings, meetings and presentations between Alumni Foundation staff and Montana State University (“MSU”) staff.
- Provide administrative assistance to support a successful gift planning program including tracking planned gifts in the Alumni Foundation database and the financial manager’s database systems, and drafting acknowledgement letters and correspondence.
- Attend, participate and prepare minutes of meetings as requested.
- Serve as the Development Team liaison to various Alumni Foundation teams and external constituents including but not limited to MSU partners and donors/friends of MSU. Work cooperatively to ensure effective coordination of efforts, streamlined processes, and identify areas for process improvement.
- Provide targeted major gift donor event support.
- Assist other members of the Development staff on an as-needed, as-available basis.
- Affect and maintain a professional, proactive, positive, highly collaborative, and performance-centric work environment.
- Perform other duties as assigned by the Vice President of Development.
Duties and responsibilities may be amended at any time.
SPECIAL SKILLS AND QUALIFICATIONS:
- Complete respect for confidentiality.
- Excellent telephone manner, strong communication and proofreading skills.
- Strong analytical ability, attention to detail, solid organization, and facility for mathematical/financial concepts required.
- Excellent time management skills, flexibility in daily responsibilities, and ability to manage several projects simultaneously.
- Strong working knowledge of Microsoft Office and advanced abilities in spreadsheet and database management. Experience with membership databases desired.
- Strong written, verbal, organizational, and interpersonal skills are required.
- Ability to work as a team player.
Qualified candidates should submit a cover letter, a resume, and three professional references online. Recruitment will begin immediately and will continue until the position is filled. Compensation will be commensurate with qualifications and experience.
The MSU Alumni Foundation is an equal employment opportunity employer who believes that diversity, equity and inclusion allow us to better serve our students and communities and are critical to supporting the mission of Montana State University as a land grant institution.
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