Administrative Assistant
4 weeks ago
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.
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