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Administrative Assistant

2 months ago

West Lafayette, United States Purdue for Life Foundation Full time
Job DescriptionJob DescriptionDescription*This position is Hybrid and will work onsite in West Lafayette, Indiana 3-4 days a week. First 8 weeks will be onsite full time during onboarding/training.

Working for the Purdue For Life Foundation offers a unique opportunity to be part of an organization dedicated to empowering Purdue University alumni and fostering a lifelong connection to the institution. By joining our team, you'll have the chance to contribute to a mission that supports educational initiatives, scholarships, and programs that positively impact the lives of Purdue students and graduates. The Foundation's commitment to education and community engagement provides a fulfilling work environment where you can make a meaningful difference in the lives of individuals and the broader community. Additionally, you'll have access to a network of passionate colleagues and the resources needed to drive positive change, making the Purdue For Life Foundation an inspiring and rewarding place to build your career. Your next giant leap starts here. Apply today

Essential Functions
  • Provide administrative support to a fundraising team or multiple fundraising teams with proficiency in Microsoft Office, Excel, Word, PowerPoint, and Teams. 
  • Manage your team(s)’ day-to-day operations and the workload needs of all team members you support.
  • Collaborate and integrate with all members of the PFLF Purdue Optimized Development Support (PODS) structure, including development fundraising, donor relations, events, broad-based campaigns, prospect development, marketing and communications, engagement, and CRM/IT.
  • Develop and maintain liaison relationships with all leadership and staff throughout PFLF, as well as with Purdue University academic partners.

Additional Responsibilities
  • Schedule and coordinate meetings and calendars for multiple team members using Microsoft Outlook and Calendar. 
  • Initiate agendas, oversee the compilation and development of supporting meeting materials and track follow up action items for all team meetings.
  • Responsible for virtual meeting organization, including technical support, attendee invitations and access, and set up of virtual meetings using Microsoft Teams, WebEx or Zoom. 
  • Responsible for in-person meeting organization such as securing space, arranging and setting up food if applicable, and assisting with A/V-technical set up. 
  • Manage travel planning, booking and reimbursements for all team members who travel, including flights, hotel, ground transportation, travel itineraries, restaurant reservations, and other coordination. 
  • Serve as an onboarding coordinator for the team(s) you support by assisting the supervisor when onboarding new members of your team(s).
  • Process PRF credit card statements monthly for all team members who have a credit card, including gathering receipts and following finance processes and best practices.
  • Process business invoices and track your team supplies and expenses as needed. 
  • In support of the Chief Development Officer(s) and fundraisers’ special fundraising and project assignments – design and generate reports, manage related CRM entries, disseminate, and gather information to and from key internal and external constituents, communicating with professional business acumen. 
  • Monitor and track multiple deadlines and projects, proactively anticipating the needs for those you support.
  • Resolve issues, make recommendations for resolution, or route communications for resolution as appropriate with tact, diplomacy, and professional judgment. 
  • Serve as a member of the PODS administrative support team, collaborating, cross training and assisting with supporting other teams during times of transition or extended leave.  

Skills, Knowledge and Abilities
  • Elevated level of skill in composition, grammatical editing, and proofreading with proficiency in a variety of styles.
  • Ability to use good judgment, diplomacy, maintain confidentiality and to exercise discretion on various operational matters.
  • Knowledge of the Salesforce CRM database preferred.
  • Must be a motivated, adaptable collaborator with the ability to exercise initiative and to work well with others.
  • Must be able to represent PFLF and Purdue University with diplomacy and tact.
  • Strong organizational skills and the ability to manage multiple projects and competing priorities is necessary for success in this role.
  • Must have strong critical thinking skills and decision-making skills, as well as an attention to detail.
  • Must be able to work independently and with a team, requiring minimal supervision.
  • Must be flexible and adapt easily to change with the ability to manage frequent interruptions and requests.
  • Occasional overtime or travel.

Education/Experience Requirements
  • High school diploma with additional training or experience beyond high school preferred.
  • Three years of managing the day-to-day operations of a team of professionals in a fast-paced work environment or related experience required. 
  • Three years of Microsoft Office and Office Suite in a professional role required.
  • Excellent written and verbal communication skills required.