Charitable Advisors LLC
  • 10-Jan-2018 to 11-Feb-2018
  • - Gleaners’ Food Bank
  • Indianapolis, IN, USA
  • Full Time

The Executive Administrative Assistant to CEO & Advancement provides administrative support to the President & CEO and Advancement Directors.  This includes providing key support for day-to-day operations in order to achieve annual goals accelerating financial growth for Gleaners to fulfill its mission, "to lead the fight against hunger."  This position reports directly to the President & CEO and partner with senior leadership in the organization to ensure intra-organizational collaboration.   

Position Essential Functions and Responsibilities: 
To be successful in this role, an individual must be able to perform in a satisfactory manner the functions/responsibilities listed below.  Nothing in this description restricts the right of management to assign or reassign duties and responsibilities to this job at any time, without notice; however, Gleaners will make reasonable accommodations to enable individuals with disabilities to perform these functions.  This job description is not an employment agreement or contract.

Essential Functions:
• Provide administrative support to President & Chief Executive Officer.
 o Assist with weekly agenda arrangements as needed (appointments, travel, reports, meeting preparations).
 o Attend staff, Board and Board Committee meetings and events as needed, prepare and distribute meeting agendas, compile and distribute notes, maintain committee and board documentation and correspondence files, send out thank you notes and follow up to maximize operations.
 o Work on special projects as needed to undergird executive and philanthropic effectiveness.
• Provide administrative support to Advancement Directors.
 o Facilitate advancement related inquiries from donors and prospects in coordination with appropriate Advancement Director.
 o Assist with inputting donor activity tracking in database, such as updating contact information, event attendance, volunteer engagement and other key information.
 o Develop and execute effective administrative functions to increase productivity of the President & CEO and Advancement Directors and their teams.
 o Implement important stewardship functions to enhance long-term donor retention and increased support. 
 o Provide administrative support for donor and prospect activities such as conducting research, preparing briefings, organizing materials, aid in customizing and producing proposals, communications assistance and meeting logistics. 
 o Assist with fundraising event planning, logistics and execution to enrich constituent experiences.
 o Organize and maintain advancement supplies and materials.
 o Become proficient in utilization of donor management system to assist the Advancement Directors with donor and prospect reports.
 o Ensure and maintain confidentiality related to donors and prospects.
• Provide front desk support during Receptionist breaks and time off. 
• Assist with other duties as assigned.

Skills/Qualifications:
The requirements listed below are representative of the education, experience, knowledge, skills, and/or abilities an individual needs in order to perform this job successfully.

Education and/or Experience:
• Bachelor's degree preferred
• Preferred demonstrated administration experience in professional office.
• Experience in non-profit fundraising and/or sales preferred.
• Understanding of stages of donor relationship and philanthropy.

Language Skills:
• Exhibit outstanding interpersonal, verbal, written and presentation communications skills.
• Ability to read and understand instructions.
• Ability to prepare, write, edit and proof letters and other documents.
• Ability to convert verbal ideas to written documents.
• Ability to professionally communicate with audiences (volunteers, donors, corporate contacts, staff, board, etc.). 
• Ability to effectively present information and interact with groups, volunteers, public, and staff.

Mathematical/Reasoning Skills:
• Ability to perform basic math functions, calculate figures and create graphs.
• Excellent problem resolution and analytical skills.

Technical/Computer Skills:
• Advanced knowledge in MS Office (specifically Word, Excel, PowerPoint, and Outlook).
• Experience with Customer relationship management (CRM) systems preferred (Blackbaud experience a plus).
• Ability to operate computer, multi-use copiers, fax machine, telephone.

Certifications/Licenses/Registrations:
• Valid driver's license/Clean driving record /Must be insurable by company vehicle insurance provider.

Other Skills and Abilities:
• Personal qualities of integrity, credibility and commitment to serving the mission of Gleaners Food Bank of Indiana and an understanding of our organization's work.
• Highly organized, detail oriented and professionally mature with the ability to handle multiple priorities and work independently under minimal supervision. 
• Excellent project management, planning, organizational and time management skills.
• A wide degree of creativity and latitude.
• Self-motivated with a positive and professional approach to management.
• Ability to maintain confidentiality.
• Results-orientated, a passion for creativity, innovative vision, and passion for out-of-the-box thinking.

Core Competencies:
• Communication: Communicates verbal and written ideas and thoughts clearly, accurately, and respectfully; listens to others and seeks to understand others' perspectives.
• Customer Service: Responds to internal and external customer needs in a timely and professional manner; maintains personal accountability and ownership for providing a high level of customer service.
• Reliability/Dependability: Completes tasks accurately, thoroughly, and on time; arrives on-time to work and meeting; accepts assignments and follows through on promises and all aspects of assigned work.
• Respect and Integrity: Delivers honest feedback in a supportive manner; demonstrates fair treatment of others and supports a positive environment.
• Teamwork: Collaborates with and supports coworkers on projects/tasks by helping out where needed; provides adequate lead time for others to meet deadlines; is willing to help out, no matter how big or small the task.
• Work Habits/Planning: Effectively plans, organizes, and prioritizes work; displays a positive attitude and remains consistent in work actions and the ability to support the team/organization.

Click the APPLY button to submit completed resume and cover letter, or mail to:  Gleaners Food Bank, 3737 Waldemere Ave., Indianapolis, IN  46241.

Gleaners Food Bank is an Equal Employment Opportunity Employer and  provides equal opportunities for employment and advancement for all individuals, regardless of age, gender, race, religion, color, disability, veteran status, sexual orientation, national origin, or any other legally protected category.




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