Executive Assistant - Development

Position Summary

The Executive Assistant - Development and Campaign Specialist role supports the Chief Development Officer's various clerical and administrative duties. This position also provides administrative support to the "Building Boldly" comprehensive campaign.

Reports to: Chief Development Officer

Supervises: No supervisory duties

Essential Duties

Executive Assistant - Development:

• Provides clerical support to the Chief Development Officer
• Performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files
• Format agendas and presentations for meetings
• Assist with Stewardship & Database tasks and assist in the management of a large constituency base
• Create database reports and summaries as needed
• Collect mail from the mail bin and distribute it accordingly to department members
• Help manage the department’s Google Team Drive
• Maintain guest lists, gather and prepare registration materials, and other duties as assigned for fundraising and special events
• Assist with logistics of Development special events
• Assist as needed during peak periods with gift/data entry
• Track the Development Department budget and set agendas for staff meetings
• Track monthly expenses to stay within budget allotment
• Process credit card expense reports for the Chief Development Officer
• Process requisitions and purchase orders as needed
• Assist with researching potential grants and providing leads to the Chief Development Officer
• Assist with writing, proofreading, and editing outgoing letters of intent and grant proposals
• Assist with tracking grant deadlines and manage the submission process to ensure applications are received on time
• Coordinate and track Athletic Pass distribution to major gift donors
  
  

Campaign Specialist

• Serve as campaign liaison to various departments, aligning activities for alumni relations
• Organize and execute plans for all aspects of the campaign, working in cooperation with the CEO and CDO
• Oversee the scheduling and organization of Campaign Committee meetings, including managing committee communications
• Manage budget, gift accounting, gift acknowledgment, research, and donor management process as they relate to the campaign
  
  

Additional Duties

• Reports for work dependably and on time
• Serves as a member of the Development Team; assists with miscellaneous team tasks and needs
• Performs additional duties as assigned by the Chief Development Officer
• Performs limited Advisory Council support and management
• Attends faculty meetings, required school functions, and fundraising events as needed
• Provide strong customer-oriented service to colleagues within the Development office, as well as all campus partners, in a positive, responsive, and approachable manner
  
  

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education

Bachelor's degree preferred

Experience

3+ years of experience in an executive assistant level position, preferably in a non-profit development office

LICENSES, CLEARANCES, CERTIFICATES

• Valid Fingerprint
• Valid CPR and First Aid certifications
• TB Risk Assessment
• Ministry Safe Clearance
  
  

KEY COMPETENCIES

Knowledge

• Understanding of the mission and core values of Orange Lutheran High School
• Knowledge of Mac computers and software, including Google Workspace, Microsoft Office, database management, email, and browser software
• Fundraising and special events experience desired
• Finance/accounting experience desired; budget management preferred
  
  

Skills And Abilities

• Superior ability to communicate effectively in spoken, written, and electronic modes
• Ability to organize and prioritize workload and manage multiple projects at one time
• Maintain a high level of confidentiality
• Exceptional attention to detail
• Strong interpersonal skills, ability to coordinate groups of volunteers, and comfortable in large social settings. Approachable; builds and maintains relationships
• Ability and capacity to manage multiple/diverse tasks in a busy, deadline-driven team environment
• Flexible and adaptable; works with an appropriate sense of urgency
• Demonstrates accuracy and thoroughness; enters data accurately
• Demonstrates teamwork; has a positive attitude, good energy level, a self-starter, willing to make things happen
• Able to occasionally work past normal business hours or on weekends for school events
  
  

PERSONAL CHARACTERISTICS

• Exhibit the highest level of Christian integrity – his/her life reflects Christ-like morals, behavior, attitude, and leadership
• Foster a Christ-centered environment focused on Grateful Servanthood, Accountability, Compassion, and Collaboration, in alignment with our Guiding Principles
• Support the Mission and Statement of Faith or Orange Lutheran High School
• A life-long learner who models intellectual curiosity, self-reflection, and stewardship of talents
  
  

Physical Requirements

The employee must have the physical abilities to perform the essential functions of the job as outlined above

• Frequently move about the campus, sit for extended periods, talk and hear, use hands to handle, feel, or grasp objects
• Occasionally stand, walk, push, pull, or lift, up to 50 pounds, reach with hands or arms, climb, balance, stoop, kneel, crawl, taste, or smell
  
  

WORK ENVIRONMENT

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• The majority of work is performed in a climate-controlled school setting, with occasional outside exposure to varying weather conditions.
• The noise level is that of a typical quiet office setting with occasional exposure to moderate to loud noise at school events