Executive Assistant/Associate Director, Strategic Operations

Description

SUMMARY

Reporting to the Executive Director of Strategic Operations (EDSO), the Associate Director, Strategic Operations (ADSO) works closely with the EDSO as well as the Vice President/Chief Advancement Officer (VP/CAO) on critical division projects, as assigned, that require a high degree of operational skill, effective communication, creative problem-solving, and a strong background in donor relations or customer service. The Associate Director is responsible for both project-related management on specific assignments, as well as administrative support in all affairs of the VP/CAO and Strategic Operations offices. They have the opportunity to collaborate on projects or events with other colleagues in Advancement as directed by the EDSO. They produce written communications and reports, conduct basic prospect research using RelSci, LexisNexis and/or other tools, interface with the office of the President and Provost, as well as other campus departments, and facilitate calendaring for the CAO and EDSO, among other activities.

Qualifications

ESSENTIAL JOB FUNCTIONS:

Project Management

• Plan, develop, and monitor various initiatives related to the Advancement division
• Direct, coordinate, implement, execute, control and complete project design for colleagues in the areas of Development, Stewardship, Communications, Engagement, Events, Advancement Services, and Research, while remaining aligned with strategy, commitments and goals of the organization. Observe and understand the operation of each Advancement department in order to propose process and efficiency improvements
• Develop a thorough understanding of the project and goals required by meeting with colleagues, and working with managers to discuss needs
• Build and maintain strong relationships with colleagues within the entire Institute in order to drive our initiatives and gather support
• Create and maintain project plans and other documentation including setting deadlines, solving issues, managing requirements, and regularly reporting to colleagues and stakeholders, Administer everyday workflow of all implementation processes and provide support to all team members
• Research and build knowledge about products, services, technology, or concepts within the Advancement and project management fields
• Produce quality deliverables in a high-pace, dynamic environment
• Research and respond to routine and ad-hoc requests

Donor Portfolio Support

• Transcribe and enter donor activity reports
• Create acknowledgement letters and other formal communication
• Enter proposals for each specific prospect solicitation and maintain accurate updates as notified
• Track automated tasks and prepare next steps for CAO in order to execute donor cultivation, solicitation, and stewardship in a timely fashion
• Donor gift support including gift agreement drafts, signature requests, etc.
• Partner with Advancement Services to query prospect and donor lists as needed for review for invitations, outreach, etc.
• Create and update CRM campaigns related to specific engagement and solicitation strategies
• Maintain up-to-date research and records on all trustees and other prospects within the CAO portfolio
• Pull data from CRM for strategy meetings and as needed
• Save files in CRM as needed

CAO Support

• Maintain forward-looking management of the calendar for the CAO
• Schedule meetings when appropriate and distribute agendas and meeting materials prior to meeting
• Draft correspondence to both internal and external constituencies on behalf of CAO
  • Thank you emails and/or letters
  • Institutional and/or divisional policy updates
  • Advancement memos
  • Donor notes
• Transform CAO notes into reports, letters, memos as needed
• Proof-reading, formatting presentations, mail merges, etc.
• Own and circulate meeting agendas and takes notes as needed
• Coordinate and make arrangements for conferences, meetings and events for the CAO, including arranging international and domestic travel plans. Ensures that the CAO’s expense reports and travel arrangements are processed regularly and accurately
• Develop analytical systems for tracking and forecasting fundraising performance and generate associated reports Other duties as assigned

SKILLS/ABILITIES:

• Ability to effectively and appropriately convey messages to different audiences and constituents in a variety of different formats
• Ability to collaborate within a large team and attend to competing needs and shifting priorities as needed
• Strong administrati