Executive Assistant of Development (Full-Time) - Fort Worth, TX

Description

The Executive Assistant of Development is responsible for assisting and supporting the Chief Strategy Officer. Much of the information obtained will be confidential and shall not be discussed with anyone but the CSO. The Executive Administrator is responsible for gift processing, advancement reporting, database management, event support, general meeting support, prospect research, and building relationships. The ideal candidate is personable, detail-oriented, and a team player who can manage multiple priorities.

The Boys & Girls Clubs of Greater Tarrant County serves youth between the ages of 6 - 18 years in Tarrant County communities. The Advancement Department supports the mission of the organization through fundraising, marketing, and donor relations. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Calendar Management:

• Ensure daily management of the CSO calendar
• Arrange travel schedule and reservations for CSO 
• Manage expenses and accounting support for CSO

Communication Management:

• Handles sensitive and confidential information; maintains confidentiality
• Manage voicemail, messages, phone, and other forms

Meeting Management:

• Schedule meetings including multiple calendars
• Prepare for meetings through document production, coordination of resources, and organization of stakeholder needs
• Manage day of needs for meeting arrangements, including but not limited to coordinating catering, room reservations, and logistics, including participation in meetings to help coordinate administrative management.
• Provide post-administrative support for meetings and trainings including but not limited to common administrative compiling, printing, welcome guests, registration, technology set up and troubleshooting, set up, and clean up

Gift Processing:

• Receive and enter all contributions into donor database 
• Provide daily contribution information to accounting 
• Create, print, and mail all donor acknowledgments 

Advancement Reporting:

• Work with Advancement team, enter requested information into database
• Track key performance indicators (KPI’s) for the Advancement department 

Database Management:

• Maintain donor database to ensure information is entered promptly and accurately and updated regularly, including performing data mining and report production 
• Ensure assigned goals, acquisition targets, stewardship plans, and budget goals are accurately recorded in the database 
• Communicate any database updates to the Advancement team 

Research, Writing, and Presentation Material:

• Compile data and information from various sources as needed
• Prepare information and materials with analysis
• Make visually compelling slides and materials

Administrative Compliance:

• Complete all required reports and administrative duties on time. 
• Collect and manage required data and internal and external reporting. Ensure accuracy of data and reporting.
• Comply with all administrative policies and procedures, processes, and controls
• Accountable for accurate and timely paperwork, reports, and data entry
• Accountable for utilizing all BGCGTC communication tools regularly and effectively

Facility & Safety:

• Accountable for adherence to all organizational health and safety policies and implementation of all safety practices and procedures at assigned work location(s)
• Take all necessary and reasonable precautions to protect members, staff, equipment, materials, and facilities. Abide by facility maintenance protocols and procedures to ensure compliance
• Accountable for reporting incidents and completing documentation within the required timeline

Relationships:

• Be a positive role model 
• Maintain emotional control and make good decisions under pressure
• Represent the Boys & Girls Club in a positive manner

Attendance

• Regular attendance is required; arrive on time, work the required hours/shift, and leave at the scheduled time

Requirements

Education and Work Experience Requirements:

• High School diploma or equivalent; some college preferred
• Minimum of 2 years of responsible administrative experience with demonstrated ability to perform duties

Minimum Qualifications:

• Ability to work regular business hours
• Ability to handle multiple tasks simultaneously with accuracy
• Ability to build rapport and relationships
• Ability to work well with all levels of internal management and staff
• Ability to work well with external stakeholders
• Ability to maintain confidentiality at all times
• Ability to think critically and logically
• Effective oral and written communication skills 
• Efficient typing skills and administrative skills
• Ability to be detail-oriented and efficient 
• Excellent customer service skills
• Excellent problem-solving skills and good judgment
• Excellent phone and email etiquette 
• Advanced organizational and planning skills
• Knowledge of database systems and ability to perform data entry  
• Experience with Google Suite and Microsoft Office
• Must be able to pass agency background screens and drug screen at any time
• Must have reliable transportation, liability insurance, a satisfactory driving record, and a valid driver’s license for the operation of a motor vehicle relevant to carrying out duties

Preferred Qualifications:

• Bilingual 
• Advanced technical understanding and experience with computer technology and software programs, particularly Microsoft Office. Advanced ability to create spreadsheets using formulas
• Experience performing data entry and working knowledge of databases, Raiser’s Edge, or similar 
• Donor prospecting and research experience 
• Work experience with or program knowledge of the Boys & Girls Club Movement (national and/or local Club) is an advantage

Salary and Benefits:

• Hourly Pay: $21.00 hourly (Non-Exempt)
• Benefits: Eligible for health, vision, and dental coverage; 401(K) plan and flexible spending accounts; life insurance; and short and long-term disability. Paid Time off (PTO) and company-paid holidays.

The Boys & Girls Clubs of Greater Tarrant County is an equal opportunity employer. It maintains policies and practices that are designed to prevent discrimination against any qualified employee or applicant on the basis of race, color, religion, ancestry, national origin, sex, age, marital status, sexual orientation, disability and medical condition to the extent protected by law. This policy of nondiscrimination applies to all employment practices, including hiring, compensation, benefits, promotion, training, and termination.

Salary : $21