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Executive Assistant to the Chief Advancement Officer

Department: Advancement

Office: 434 Harrison Avenue

Location: Boston, MA

Position Type: Administrative

Hours/Shift: Morning - First Shift

Employee Type:: Regular Full-time

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DAYS/HOURS: 40 hours, Monday - Friday, 9:00am - 5:30pm, occasional nights, weekends and holidays; may be required to work Thanksgiving and/or Christmas. Hybrid schedule permitted: a minimum of 3 days in the office with additional onsite work required for events, meetings and donor engagement.

SUMMARY OF THE POSITION:

The Executive Assistant is responsible for administrative management for the Chief Advancement Officer. Administrative management for the CAO includes managing the CAO-s calendar, project management for department-wide and special initiatives, recording activity and research in the fundraising database, drafting correspondence, and communicating with donors and senior leadership of Pine Street Inn. Additional duties will include planning and supporting donor visits, planning and coordinating small events and meetings, developing agendas and taking minutes, tracking follow up steps, and general office management. The Executive Assistant works effectively and collaboratively with all departments and staff, and supports the CAO-s direct reports as needed.

QUALIFICATIONS:

EDUCATION/TRAINING:

REQUIRED:

• Bachelor-s Degree

  KNOWLEDGE/EXPERIENCE:

  REQUIRED:

• Minimum of three (3) years of administrative support

• Experience managing calendar for executives

• Demonstrated proficiency in Microsoft Excel, Word, Zoom and Outlook

• Excellent written and verbal communication skills

• Excellent communications and interpersonal skills

• Strong project management and organizational skills

• Strong attention to detail and problem solving skills

• Ability to work independently and manage multiple priorities

• Ability to take Initiative and be self-directed

  PREFERRED:

• Five (5) years of administrative support

• Prior experience in the field of development

• Experience with Raiser-s Edge software

• Demonstrated proficiency in PowerPoint

  PHYSICAL ABILITIES/SKILLS:

  REQUIRED:

• Flexibility to work a varied schedule which could include some early mornings, evenings or weekends depending on schedule of events and projects; hybrid schedule with a minimum of 3 days in the office

• Ability to sit for long periods of time

• Ability to walk up at least two (2) flights of stairs

• Ability to utilize a PC, phone, fax, scanner and copier

• Ability to access various PSI locations throughout the greater Boston area

• Willingness and comfort to engage and interact with community leaders

  MENTAL ABILITIES/SKILLS:

  REQUIRED:

• Ability to manage and prioritize multiple projects at once in a fast-paced work environment

• Ability to adapt to changing goals and priorities

• Motivated self-starter, goal oriented with excellent independent project management skills

• Track record of demonstrating sound judgment by making appropriate decisions and knowing when to take initiative

• Highly organized, detail-oriented professional

• Demonstrated ability to work within an organization emphasizing teamwork, respect and excellence

  ESSENTIAL FUNCTIONS INCLUDE BUT ARE NOT LIMITED TO:

• Provide executive support for the Chief Advancement Officer, including calendar management, meeting scheduling, materials preparation, project management, meeting management including preparing agendas, minutes, and follow up steps.

• Schedule appointments and manages the CAO-s calendar

• Arrange meeting space and other pre- and post-logistics for internal and external meetings.

• Attend meetings as requested, serving as a recorder. Takes notes and distributes them to participants.

• Answer and respond to phone calls and electronic inquiries, responds to questions, and redirects as needed by referring callers to the appropriate internal or external resources.

• Draft, review and send communication on behalf of the CAO

• Manage the coordination of all aspects of a professionally run, fast-paced and high-performing Advancement office including:

• Serve as liaison with colleagues in programs, operations, and finance in support of fundraising and marketing and communications activities

• Manage communication and key fundraising activities with President-s office, working closely with President-s EA, including board meeting preparation, governance, and special fundraising initiatives.

• Work closely with the CAO and the President-s Office to manage relationships with Pine Street-s board members, and current and prospective donors. Assist with production of tour planning, follow up written proposals, and unique stewardship activities.

• Maintain accurate donor data, activity, appeals, meetings and next steps in Raiser-s Edge for CAO;

• Draft proposals, briefings, contact reports, letters and other donor correspondence as directed.

• Assist Major Gifts team with action reports and donor pipelines

• Assist with planning donor cultivation, engagement activities, and stewardship initiatives as needed with CAO, major gifts and donor engagement teams.

• Manage all invoices, bill payment, AmEx bill approvals, reimbursements and expense tracking for Development and Marketing teams .

• Manage and coordinate advancement team biweekly meetings. Write and distribute agenda, plan and coordinate guest speakers from across the organization, distribute materials, develop slides to share during meeting, note staff anniversaries.

• Compile and edit Advancement Report for board meetings (4x/year)

• Manage Advancement office logistics including ordering office supplies, delivery and storage of print materials, scheduling shredding, coordinating with facilities team on office maintenance.

• Coordinate and manage development-wide projects as needed, preparing timelines, agendas, briefings, and coordinating follow up steps

• Provide overall development team support as needed

• Perform other related tasks and projects as assigned by the Chief Advancement Officer.

  Supervision to be EXERCISED: There are no supervisory responsibilities included in this job description

  Supervision to be received: The Executive Assistant to the Chief Advancement Officer will receive supervision from the Chief Advancement Officer.

  INTERNAL CANDIDATES, IF INTERESTED IN APPLYING FOR THIS POSITION, PLEASE SUBMIT A PROMOTION/TRANSFER APPLICATION TO THE HUMAN RESOURCES DEPARTMENT WITHIN 10 DAYS OF POSTING.

  Pine Street inn is an Equal Opportunity/Affirmative Action Employer

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