Advancement Administrative Assistant

ADVANCEMENT ADMINISTRATIVE ASSISTANT - DISCOVERY PLACE MUSEUMS

ABOUT US

Discovery Place (DP) brings science, nature, and design together to create transformative experiences that enable our community to understand, enjoy, and apply science to their lives. Operating four museums in the greater Charlotte, NC metropolitan area, serving more than 700,000 people a year through Museum visits, interactive in-school educational programming, and community outreach initiatives. Founded in 1946, Discovery Place is shaping a future where people embrace science to create opportunities, build hope, solve problems, and bring positive change for our world. Come science with us!

POSITION SUMMARY

Provide administrative support to the Chief Advancement Officer (CAO) and the Advancement Division, as needed. The Advancement Administrative Associate (AAA) position requires the ability to recognize priorities, exercise independent judgment, identify issues in advance, and work on solutions. A successful AAA will bring an organizational mindset that develops and uses effective systems and processes and is eager to learn with a positive, energetic, and curious mind. An authentic interest in nonprofit fundraising is preferred.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Strategically manages priorities, including calendar, for CAO to ensure that CAO's time is spent on high-value work. The AAA involves other staff where appropriate.  (CAO's weekly schedule typically includes approximately 20 meetings/commitments in the museum and across the community.)  
• Schedule and assist with preparation and follow-up for various meetings, as required.
• Internal meetings requiring participants from multiple divisions
• External meetings with community leaders, supporters, and key stakeholders
• Prepare agendas and attend meetings as needed, ensuring communications are distributed in advance and all physical/digital set-up and logistics are handled in advance of meeting times. 
• Coordinate all reports, presentations, etc. 
• Manage catering and supplies
• Take notes during meetings
• Distribute meeting minutes
• Assist in preparing high-quality materials and PowerPoint presentations for internal and public-facing meetings.
• Assist in booking travel arrangements as requested.
• Maintain and reconcile credit card purchases for the CAO and Advancement team leaders.
• Collaborate with colleagues in other divisions on projects as needed.
• Manage office supplies for the Advancement team and management of IT equipment.
• Maintain extensive filing system (both hard copy and electronic), including confidential organizational records and reports.

OTHER FUNCTIONS AND WORK DUTIES:

• Perform other duties as needed from time to time that may be determined as necessary for the well-being of the total operations.

MINIMUM QUALIFICATIONS:

• Bachelor's Degree or equivalent training and experience.
• At least two years of broad-based relevant experience in an office administrative capacity.
• Experience in recording and transcribing minutes for meetings.
• Demonstrates the highest attention to detail possible, accuracy, and thoroughness in approaching a task.
• Excellent communication skills, both written and verbal, with strong proofreading abilities. Maintain diplomacy and confidentiality with donor information.
• Ability to work as a team member and independently in a fast-paced, deadline-driven, results-oriented environment.
• Understands how to prioritize multiple competing projects and demands. Identifies and resolves problems in a timely manner. Meets challenges with resourcefulness.
• Displays a "team player" attitude and upholds the core values of Discovery Place.
• Ability to work some nights and weekends as required for departmental/institutional events.
• Follows policies and procedures; completes administrative tasks correctly and on time.
• Assists in achieving department goals and objectives.
• Ability to travel to Museum locations (Charlotte, Huntersville, Rockingham).
• Commitment to and enthusiasm for Discovery Place's mission and lifelong learning.
• Knowledge of Microsoft Outlook, Word, Excel, and PowerPoint programs. 

PREFERRED QUALIFICATIONS:

• Looks for ways to improve and promote quality and efficiency.

PHYSICAL REQUIREMENTS:

• Must be able to lift boxes up to 20 lbs.
• Must be able to drive or have transportation to our other Museum locations (Charlotte, Huntersville, and Rockingham).
• Walking, standing, and sitting during the day at various locations.

Discovery Place Guiding Values:

SCIENCE LEADS US

We are "learn-it-all’s." If we don't know the answer to something, we ask questions, conduct research, create hypotheses and experiment. We know science is powerful and it can be used to create opportunities, build hope, solve problems and bring positive change in our world.

INTEGRITY GUIDES US

We bring our best selves to work each day and treat each other with respect, communicate honestly and openly, and hold each other accountable for living our values. As employees of Discovery Place, we're committed to living our values, however, we know none of us are perfect. When we see a teammate drift away from our values, we provide grace and a gentle reminder and keep moving forward - together.

EQUITY DRIVES US

Diversity, equity, accessibility, and inclusion are part of our DNA. All teammates and departments are treated equitably and held to the same standards. We find more value working together to leverage diverse knowledge and experience; we know the group is always smarter than the individual.

INNOVATION ENERGIZES US

• We always have our eye on the future and seek to make a bigger impact on our community. We’re consistently innovating. Have a light bulb moment? Share it! No matter your role, everyone is encouraged to innovate. We learn from our failures and celebrate our successes. After all, that is what science is all about.