Position Summary: Provide executive and administrative support to the Vice President of Development, operating with initiative, professionalism, and discretion. Key responsibilities include organizing and maintaining schedules; prompting and tracking tasks; coordinating arrangements for meetings and events. Handle a variety of administrative functions including preparing information, planning and coordinating leadership-level meetings and events for management, board and committees, and leading special projects. Support key senior Development staff and volunteer leadership.
- Provide executive level administrative support to the Vice President of Development. Maintain schedule of the Vice President, making appointments and coordinating arrangements for an active calendar of meetings and events that take place at the Arboretum and other locations. Prompt and support the Vice President in preparation for and in follow-up to engagements and commitments, and manage essential communications with trustees.
- Work with the Vice President to develop and produce plans and materials pertinent to the Development Committee and other advisory groups. Manage all meeting logistics and technology, and communicate clearly and effectively with meeting participants. Attend meetings, record minutes, and support coordination of special projects.
- Support coordination of logistics for donor and committee meetings for the department.
- Lead scheduling of department and internal committee meetings, agendas; update department calendars, and foster internal department communications.
- Handle administrative functions, which may include preparing and reviewing time and expense reports, making travel arrangements, maintaining supplies, ordering vendor services, tracking invoices, and managing the departmental filing system in keeping with document retention guidelines and archival requirements for institutional records.
- Provide support for and attend Arboretum events, as needed.
- Other duties as assigned.
Qualifications: Associate degree required, Bachelor’s degree preferred. 3+ years experience in an administrative support role required, preferably in a non-profit fundraising organization. Must have excellent organizational, office management, and clerical skills. High degree of confidentiality required. Outstanding interpersonal skills and ability to relate to a variety of people from all walks of life. Excellent verbal and written skills are necessary with strong editing skills preferred. Proficiency with Microsoft Office and Google applications required, with preferred experience developing spreadsheets and presentations. Experience using database systems required with knowledge of Constituent Relationship Management system, with a focus on fundraising preferred.
Success Factors: Ability to develop and maintain broad knowledge and understanding of the department and organization's operations and policies to assist the Vice President and senior leadership, and to interact effectively with individuals internally and externally at all levels. Assertive with a confident approach to prompt and track the work of a busy executive. Accurate and detail-oriented to ensure high quality, professional results for trustee, donor and senior level staff communication. Ability to prioritize multiple projects independently to meet deadlines. Ability to use good judgment and appropriate flexibility in making decisions that reflect a culture of philanthropy dedicated to serving donor and institutional needs. Ability to handle sensitive information in a confidential manner. Ability to work in a team-based working environment both within the department and cross-departmentally. Willingness to learn about the Arboretum, its programs and its mission. Ability to embrace and operate in line with our employee core values to take ownership, work together, keep learning and make the Arboretum exceptional.
Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
- Physical Demands: Requires some physical activity: limited lifting and carrying (up to 10 lbs.), and occasional travel around the Arboretum and locally.
- Work Environment: Fast-paced office environment. Work is primarily performed indoors with occasional outdoor activity.
- Equipment: General office equipment, Arboretum golf cart.
- Schedule: Position requires occasional extended work hours, including evenings and weekends.
For full consideration, please include resume and cover letter with application.
The Morton Arboretum is a champion of diversity, supporting a culture of inclusion that attracts, inspires, and engages people to achieve success. The Arboretum is committed to hire and develop employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.
The Morton Arboretum is dedicated to complying with our obligations as an equal opportunity/affirmative action employer. All applicants are guaranteed equal consideration for employment.
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