Charitable Advisors LLC
  • 10-Jun-2017 to 09-Jul-2017
  • - Indianapolis Symphony Orchestra
  • Indianapolis, IN, USA
  • Full Time

The Executive Administrative Assistant provides a variety of administrative support duties for the Vice President of Development.  This person must be creative and enjoy working within a fast paced environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, handle confidential matters with discretion, demonstrate strong written and verbal communication, possess administrative and organizational skills, and maintain a realistic balance among multiple priorities. The Executive Administrative Assistant will have the ability to work on a variety of projects, from conception to completion, and must be able to work under pressure at times to handle a wide range of activities. 

REPRESENTATIVE DUTIES AND RESPONSIBILITIES:
• Completes a broad variety of  administrative tasks for the Vice President of Development including:  managing a complex calendar, managing phone calls, completing expense reports, composing correspondence, and preparing documents and slides for various meetings.
• Assists other members of the Development staff as directed by the VP of Development.
• Maintains confidentiality in all duties and responsibilities assigned.
• Initiates and coordinates both internal and external appointments and meetings for the Vice President of Development and provides meeting materials needed in advance.
• Keeps the VP of Development informed of upcoming meetings and commitments, following up appropriately.
• Oversees and assists with event planning for Development related events.
• Schedules and coordinates meetings of the Development Committees of the Board; prepare agendas and minutes; ensure fluid communication between Committee participants.
• Maintains Tessitura prospect management system in partnership with the Vice President of Development and tracks  progress for the Development department.
• Assists with coordination of the CEO's Development work; scheduling, follow-up and prospect management in Tessitura.
• Provides support for the Development budget by reconciling statements from outside vendors, as well as expense and MasterCard accounts.
• Assists with Gift Administration, correspondence, reports, bank deposits, and simple gift entry and other duties as assigned and necessitated.

MINIMUM REQUIREMENTS:

Four year degree desirable, plus 3-5 years of business experience or administrative experience. Ability to work with Board members, donors and volunteers on a variety of levels. Must have strong interpersonal and communication skills and be detail oriented. Must be at least an intermediate level user of Microsoft Office products. Experience with Tessitura is a plus or if not a strong willingness to learn is required. Must possess schedule flexibility and be available for non-traditional hours with reasonable notice. 

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