Charitable Advisors LLC
  • 29-Dec-2017 to 27-Jan-2018
  • - Indianapolis Parks Foundation
  • Indianapolis, IN, USA
  • Full Time

Provides assistance to Indianapolis Parks Foundation for overall office management responsibilities including database management, donor acknowledgement, project management, event management and communications. This person is also responsible for daily office operations and providing administrative assistance to Foundation staff as needed. This is a position of importance due to access to highly confidential information and plans related to the operation of the Foundation. Must possess highly developed organizational skills and must maintain high standards of ethics and confidentiality.

Organization Overview:
The Indianapolis Parks Foundation is a leader in developing and sustaining Indy's parks, trails, greenways, and public spaces by connecting resources to needs to better establish and maintain a safe thriving community.

Primary Responsibility:
•         Provides support to President and other key administrative staff by managing calendar, travel arrangements, screening and prioritizing inquiries for meetings. 

•         Donor and constituent relationship management - Prepare gift acknowledgement letters to donors. Responsible for maintenance of all donor related information in the Foundation database. Develop, prepare accurate reports from donor database reporting tools for use in developing stewardship plans and fundraising strategies.  Facilitate and deliver all communications from database, prepare and maintain accurate mailing lists.

•         Accounting Coordination - Distribute monthly financial reports for President and Board.  Design, write and implement reports from donor database.

•         Special Event Support – Work with fundraising and communications staff to support Foundation fundraising and networking activities.

•         Grant information management- Oversee up to date, accurate grant database by tracking grant requests, inquiries, proposals and income results.  Ensure optimized use of database functionality to support fund raising. Provide grant database quality control by routinely running reports to ensure that data is being entered accurately. 

•         Liaison to Indianapolis Parks Foundation Board and Committees - Coordinates and attends regularly scheduled board meetings, including: arranging and coordinating meeting logistics; preparation and distribution of meeting materials; and documentation, preparation, and distribution of meeting minutes.  Collect and track board annual volunteer and contribution commitments annually.

•         Office Management - Provide management of day-to-day office operations including mail distribution, supply orders, internal and external meeting and communications scheduling.  Answer and respond to email and phone inquiries and prioritize and distribute messages. Organize and coordinate meetings and special community events including preparing invitations, meeting notices, and agendas; arrange caterers and coordinate meeting/event logistics.  Develop and maintain Foundation master calendar to provide at-a-glance record of activities for the year.

Qualifications: 
•         Minimum of a high school diploma, some college or business school training is preferred.
•         Minimum four (4) years experience in a similar position.
•         Ability to handle multiple tasks simultaneously and meet designated deadlines.
•         Possesses a high degree of accuracy and attention to detail.  Excellent organizational and workload prioritizing skills.
•         Excellent verbal and written communication skills.  Ability to write clearly with proper grammar, spelling, and punctuation. 
•         Proficiency with basic office equipment and extensive knowledge of MS Office products is required.  Experience working on the Internet and with integrated database software is also required.
•         Passion and understanding of IPF mission.
•         Ability to work effectively as part of a team and work independently with little supervision.
•         Ability to effectively interact and communicate with others in a professional and appropriate manner. 
•         Ability to work overtime, evenings and weekends as necessary.
•         Ability to travel between multiple office locations and attend off premise events.  Possession of a valid driver's license and reliable personal vehicle.

ATTENTION: Be Prepared - To assist you and the search committee in discerning your match for the position, we suggest you prepare your responses to these questions prior to hitting "APPLY" to make your application. Applications will not be considered without question responses.
•         Describe why parks bring value to our community.
•         Describe a meaningful experience you had in a park.
•         Describe your perfect work day.

Click the APPLY button to submit cover letter and resume.

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