Administrative Coordinator

4 weeks ago

New York, United States Robert Half Full time
Job DescriptionJob Description

Position Title: Administrative Support - Fundraising Events

We are offering a contract to hire employment opportunity. The successful candidate will be joining a team within the financial services industry. The workplace is a fast-paced, dynamic environment where attention to detail and excellent organizational skills are a must.


This role will report to the Director of Events and Corporate Partnerships in the United States. What will you do? • Project Management: o Provide project management, keeping track of deadlines and other critical steps in the execution of upcoming events. o Liaise with vendors and other suppliers on critical deadlines, including print and PR. • Data Entry & Management: o Configure event management platform for upcoming events. o Input and update donor, vendor, and attendee information into Salesforce, ensuring data accuracy and completeness. o Regularly audit Salesforce data to maintain the integrity of the system. • Donor Invoices & Receipts: o Communicate with donors and event attendees regarding invoices or receipts, ensuring timely and professional responses. • Vendor Payments & Reconciliation: o Solicit proposals and quotes from vendors and submit them to appropriate staff. o Process and track invoices and receipts related to fundraising events. o Collaborate with vendors to submit invoices for event-related services, ensuring accurate payment processing. o Follow up with staff to ensure timely payments and resolve any discrepancies. • Email Management: o Manage and organize incoming event-related emails, responding promptly and forwarding messages to relevant staff members as needed. o Assist in creating and sending email solicitations, donation requests, and event invitations to potential guests and stakeholders. • Budget & Cash Flow Maintenance: o Maintain and update event budgets and cash flow reports in coordination with the program manager. o Monitor expenses and provide regular budget updates • Calendar & Diary Management: o Assist full-time staff with managing their calendars and schedules, ensuring all meetings, deadlines, and event-related activities are up-to-date. • Tax Exemption Compliance: o Prepare and submit tax exemption forms, such as ST-119s, ensuring compliance with relevant tax laws to avoid unnecessary charges for the organization. • Pre- and Day-of Event Logistics: o Coordinate hotels, flights, meals, etc. as needed for events. o Attend fundraising events to provide on-site support, which may include checking in guests, distributing event collateral, and coordinating with vendors for set-up and breakdown. o Assist with other logistical tasks as required to ensure the event runs smoothly

General Administrative Support: o Assist with general office duties such as filing, preparing mailings, and maintaining event supplies, etc. o Provide support to full-time event staff on various tasks as needed to ensure the successful execution of fundraising events. • Other Duties as Assigned: o Perform additional tasks as required to meet the needs of the events and fundraising team, adapting to shifting priorities and urgent requests.

• Minimum of 3 years of experience in an administrative role
• Proficient in ADP - Financial Services
• Experience with Banner Ads
• Familiarity with Cisco Webex Meetings
• Proficiency in Concur
• Demonstrated experience with CRM
• Familiarity with About Time software
• Experience in Answering Inbound Calls
• Understanding of Budget Processes
• Skilled in Calendar Management
• Excellent Communication skills
• Experience in Fundraising
• Ability to manage Vendor Relations
• Knowledge of Program Budgets
• Proficiency in Project Management
• Experience in Account Reconciliation
• Salesforce Administration skills
• Proficiency in Microsoft Excel
• Proficiency in MS Office Suite.

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