Executive Assistant/Development Coordinator

Job Type

Full-time

Description

SUMMARY:

Under general direction, performs highly responsible, confidential and complex Administrative assignments for CEO and CDO. As a member of the Development Team, assists with all assigned facets of fund development and communications for Kingsley House (KHI), Kingsley Foundation (KF) and Educare New Orleans.

Executive Assistant Duties and Responsibilities include, but not limited to:

• Provides administrative support for Chief Executive Officer, conserving time by: reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications. Maintains confidence and protects operations by keeping information confidential.
• Maintains CEO appointment schedules by planning and scheduling meetings.
• Prepares agendas, minutes and necessary documentation for KHI and KF Board of Directors, Executive Committee, and Ad Hoc committee meetings, as well as Executive Team meetings.
• Assumes responsibilities within the Fund Development Department, as directed by the CDO, including: donor data entry, reports, and recognition; prospect research; participation in event planning and execution; and researching and preparing grant applications as assigned.
• Works collaboratively with IT department to ensure office equipment preventive maintenance requirements are executed; malfunctions and potential issues are troubleshot; equipment inventories are maintained and new equipment and techniques are evaluated and implemented to support CEO and Fund Development Department.
• Prepares and/or reviews the processing of invoices, vouchers, payrolls, personnel transaction and other records to ensure compliance with policies and procedures.
• Enters and manipulates data and information by creating word processing templates, forms, letters, simple databases, and spreadsheets.
• Participate in rotation to cover reception desk.

• Possesses executive support level office skills and the ability to develop good rapport with external partners and collaborators, board members, agency personnel, and visitors. Ability to meet and interact with people with ease.
• Possesses a proven ability to communicate and work effectively and respectfully with a broad range of people from diverse cultural, ethnic and socio-economic backgrounds.
• Possesses a good telephone manner, accurate typing skills, and applies a thorough knowledge of grammar, spelling, and proofreading/editing skills.
• Solid working knowledge of PCs, and proficient with Microsoft operating systems, Word, Excel, PowerPoint, Outlook, Explorer, and Access, Raiser's Edge, and able to learn CMS, SPSS, and other applications as warranted.
• Able to provide appropriate follow-up to current contributors and potential prospects
• Be a self-starter, detail oriented, organized, and open to continued professional development and opportunities to learn.
• Able to meet deadlines, well organized, and able to work under pressure of multiple deadlines; demonstrates flexible and efficient time management and ability to prioritize workload.
• Computer literate with specific proficiency in graphic design (including newsletters, e newsletters and advertisements), website management, database management, mail merges, e-mail merges, and MS Office Professional.
• Adheres to agency policies and procedures.
• Must maintain access to reliable transportation and maintain a clean driving record.