Philanthropy Administrative Assistant
Overview:
Charlotte Latin School has an immediate need for an Administrative Assistant within the Philanthropy Office. The Philanthropy Administrative Assistant provides a high level of support to the Director of Philanthropy and the Philanthropy Office to maximize the efficiency and effectiveness of the office. This position provides support in areas like calendaring, taking notes at meetings, organizing department-wide information on shared drives, and assisting in gift processing to ensure that gifts and payments are acknowledged in a timely fashion.
Essential duties and responsibilities:
Support for Director of Philanthropy
• Apply problem-solving skills and in-depth knowledge of organizational priorities to reasonably commit the Director of Philanthropy’s time
• Assist with the planning of meetings, events, and travel. This includes coordinating calendars and preparing materials and presentations
• Schedule, coordinate, and take minutes for staff meetings
• Collate and distribute mail
• Prepare communications, such as memos, emails, invoices, reports, and other correspondence
• Write and edit documents from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical
Philanthropy team
• Coordinate the day-to-day needs of the Philanthropy team
• Monitor the team calendar for availability
• Manage general office tasks
• Organize materials and order supplies
• Process donor checks electronically and deposit cash
• Assist with the mailed appeals as needed
• Assist with acknowledging donations and gifts
• Support database updates, including updating address and biographical information
• Assist with Latin Fund initiatives such as Fly Day, Faculty/Staff campaign, etc
• Coordinate plaque ceremony for naming opportunities, including ordering, pick up, and mounting assistance
Provide event assistance to the primary Philanthropy Office event owner by
• Manage RSVPs and prepare nametags
• Gather appropriate materials
• Attend and participate in various events
• Assist with event execution, including set-up (coordinating with facilities), food and beverage, audio-visual needs, taking minutes, and post-event tasks
Other
• Regularly work at events and meetings, including evenings and weekends
• Comply with school policies and procedures
• Perform other duties as requested by the Director of Philanthropy
Education:
Bachelors degree or higher, preferred.
Skills:
• Demonstrates the ability to manage multiple, ever-shifting priorities
• Exercises sound judgment and honors confidentiality
• Excellent verbal and written communication skills
• Highly organized with attention to detail
• Ability to set and meet deadlines and work under pressure
• Ability to multitask and work independently in a small, hands-on work environment
• Bespoke service and high touch interaction with donors, volunteers, and colleagues
• Adheres to the highest level of professionalism
• Availability to work occasional weekends and holidays
