Posted on September 20, 2012

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Executive Assistant

JOB SUMMARY: Support the Chief Development Officer by coordinating, planning, and providing logistical support, including: making travel arrangements, scheduling meetings and conference calls, supporting budget preparation and execution, and program and administrative support for all activities of the Chief Development Officer's Office. Central to this position is coordinating the Chief Development Officer's work within the Development division, with other officials or departments of the Trust, and externally with members of the Board, and donors to the institution. Provide and support organizational management and strategy issues, serving as the Chief Development Officer's counsel and advisor when appropriate.

DUTIES:

• Provide administrative assistance to the Chief Development Officer, drawing from verbal instructions or notes;
• Manage the scheduling of all meetings for the Chief Development Officer and coordinate the workflow in the Chief Development Officer's Office;
• Coordinate planning and logistics for the Chief Development Officer's travel, follow-up expense reports, and travel reimbursements;
• Maintain and keep up-to-date office files, calendar of events, and related information;
• Draft and prepare correspondence, agendas, and meeting reports for the Chief Development Officer as appropriate;
• Coordinate, draft, and prepare first drafts of memoranda and monthly reports including Development Operations Report and other regular reports as assigned;
• Answer main phone line for the Chief Development Officer's Office and respond to inquiries;
• Provide support in managing electronic rolodex and e-mail correspondence, organizing, reviewing, and responding to inquiries where appropriate;
• Act as Chief Development Officer’s intermediary with staff and individuals outside the institution. Coordinate activities of the Chief Development Officer's Office with other departments and offices of the National Trust as required. Specifically, serves as administrative liaison between the Development division and the various program offices within the National Trust;
• Coordinate budget preparation and execution for the entire Development division, working closely with the various offices of the division;
• Stay current on major National Trust program initiatives and issues;
• Perform a variety of substantive tasks in support of the Chief Development Officer and specific program areas of the Resources Development Department as assigned. Projects include helping prepare for donor events, donor newsletter and special initiatives;
• Serve as Chief Development Officer's chief administrator and support the division's Management Team by following-up on all tasks assigned and responding on behalf of the Chief Development Officer when appropriate;
• Other duties as assigned.

QUALIFICATIONS:

• 3-5 years' related experience providing support to a busy executive; experience in a fundraising setting strongly preferred;
• Intermediate to advanced skills using Microsoft Office, specifically, MS Word, Excel, and Power Point and using MS Outlook for extensive high level scheduling and calendar management of behalf of busy executives;
• Proven organizational and planning skills, analytical skills, and strong interpersonal and communication skills. Experience helping to plan, book and prep for extensive travel schedules preferred;
• Demonstrated ability to work in a fast-paced environment, set priorities and manage a number of projects in a timely and efficient manner;
• Must be highly motivated, dependable, and a conscientious self-starter;
• Undergraduate degree required with preference for a cultural and/or preservation background.

To Apply: Please email resume and cover letter to: 97527-CS-1120@nthp.hrmdirect.com