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Administrative Assistant, Resource Development

4 months ago

Milwaukee, United States United Way of Greater Milwaukee & Waukesha County Full time

**JOB **DESCRIPTION**
**(Non-Management)**

**Job Title**: Administrative Assistant, Resource Development & Individual Giving (Union)**Status**:Full-Time**Department**: Resource Development**Grade**:24**Date Prepared**: April 2024**FLSA Status**: Non-Exempt**SUMMARY**:

- Provide administrative support to Vice President of Resource Development and Individual Giving team, and backup support to the Chief Executive Officer.
- Provide administrative support to annual Community Campaign Co-chairs and Campaign Cabinet.
- Maintain a high level of professionalism both in person and in written communication.
- Recognize and maintain the confidentiality and sensitive nature of division matters.
- Anticipate potential problems and develop solutions.
- This position reports to the Vice President, Resource Development

**RESPONSIBILITIES**:
Include the following, but are not limited to:
**ADMINISTRATIVE SUPPORT FOR VICE PRESIDENT OF RESOURCE DEVELOPMENT AND MAJOR GIFTS **TEAM**:

- Provide administrative support for the Vice President - Resource Development and provide backup support for President and CEO as needed including organizing, planning, and follow-through.
- Manage Vice President - Resource Development’s calendar and schedule meetings on behalf of Vice President - Resource Development.
- Aid Vice President - Resource Development with onboarding new direct reports.
- Assist Human Resources Department in scheduling interviews for open positions within Resource Development Department
- Coordinate meeting activities for Vice President, Resource Development and Individual Giving team including scheduling, sending meeting notices, handling meeting set-up, preparation of materials/supplies, contacting volunteers and preparing agendas.
- Prepare minutes and take notes for meetings, including Resource Development team meetings, Campaign co-chair meetings and other meetings as needed.
- Maintain Resource Development’s shared Outlook calendar.
- Maintain Resource Development department’s organizational chart.
- Coordinate the production of key division documents, including but not limited to all Leadership, Jane Bradley Pettit and Tocqueville Society solicitation materials.
- Assist Individual Giving staff in the planning and coordination of meetings, division reports, and other fund development activities.
- Assist department staff in fulfilling campaign timelines for Leadership, Tocqueville and Jane Bradley Pettit Society solicitations and special gifts/individuals.
- Work with the Account Manager, Leadership Giving to facilitate the weekly acknowledgement process for Leadership, Tocqueville and Jane Bradley Pettit
- Work with Resource Development staff on the accuracy of the Tocqueville and Jane Bradley Pettit Society members in the leadership registry.
- Gather and submit data to United Way Worldwide for the National Tocqueville Registry.
- Assist with ANDAR (donor database) system maintenance for Major Gifts records and ensure account data is accurate and up to date.
- Aid in obtaining (and approval for using) volunteer letterhead and signatures.
- Assist in all aspects of the Annual Tocqueville Society thank you event including coordination the invitation mailings, management of the the RSVP process, communicating status of responses with manager; provide some phone follow up.
- Maintain office documentation for Tocqueville and Jane Bradley Pettit Society.
- Create and mail stock and gift acknowledgement letters.
- Create and mail letters to new C-Suite executives from our existing and potential corporate partners on behalf of President and CEO.

**RESOURCE DEVELOPMENT ANNUAL CAMPAIGN CO-CHAIR & CABINET **ORGANIZATION**:

- Schedule major campaign events which include but are not limited to cabinet meetings, Campaign kickoff and closing, and monthly campaign co-chair meetings.
- Coordinate with area executives and Campaign co-chairs to schedule corporate CEO calls.
- Serve as a point person for co-chair assistants.
- Obtain co-chair signatures for mailings and co-chair bios for the website
- Assemble co-chair meeting materials.
- Send meeting reminders, prep materials and agendas before the co-chair meetings.
- Keep attendance for Cabinet Meetings and prepare minutes for all co-chair meetings.
- Maintain updated and accurate cabinet rosters, including current contact information, throughout the year.
- Enter/update cabinet member information in ANDAR.
- Enter volunteer hours into ANDAR for campaign co-chairs and cabinet members.
- Responsible for cabinet meeting attendance list; name tents; name badges, seating charts, room setup, ordering food, etc.
- Send cabinet member welcome packet.
- Curate and send weekly updates and communication to all campaign cabinet members with campaign status and updates.

**RESOURCE DEVELOPMENT DATA MINING AND DATA **INTEGRITY**
- Create custom data mines and execute basic reports using CRM reporting tools and Excel based on requests from Vice President, Resource Development a