Philanthropy Associate

Job Summary

This is a key role in supporting the activities of the Philanthropic Partnerships Team. The Philanthropy Associate supports the Philanthropic Partnerships Team in all administrative functions and helps maintain key relationships between stakeholders and the team. This role serves as a vital link in advancing the organization’s fundraising goals by managing supporting a variety of activities and tracking key metrics. The ideal candidate is detail-oriented, highly organized, and adept at handling multiple priorities in a fast-paced environment while demonstrating discretion and professionalism when working with confidential donor information.

Essential Job Functions

Support Activities of the Philanthropic Partnerships Team

Serve as administrative support for activities of the Philanthropic Partnerships team with an emphasis on the Philanthropic Partnerships leadership, including the Chief Philanthropy Officer, VP Strategic Partnerships, VP, Philanthropic Strategies, including but not limited to maintaining calendar, including scheduling internal and external meetings and presentations, and ensuring that external calendar activities are entered in CRM
Maintain, reconcile and submit invoices and credit card billings, tracking receipts and expenses for Philanthropic Partnerships leadership
Ensure that marketing materials are maintained and kept up to date for meetings
Perform Quarterly marketing material updates related to Investment Manager performance
Respond to phone and email inquiries from PAs, donors and prospects and provide appropriate follow up by connecting them with the appropriate team member, or directly assisting them
Enter meaningful contacts and other data on behalf of Chief and VPs in CRM with eye for accuracy
Support department events and meetings as requested, including preparing materials, setting up rooms, greeting guests, etc.
Assist in new fund set-up for VPs and Chief with eye for accuracy and customer service
Pull reports and data from CRM as requested by team
Proactively seek ways to support Philanthropic Partnerships leadership with administrative duties

Support Communications, Events and Recognition for team

Coordinate with Marketing team to create and maintain PA marketing collateral and website updates
Partner with Marketing team to coordinate PA communications, including e-mails, mailings, invitations, reminders, and post-event next steps
Maintain PP marketing materials including creating informational packets
Support meetings (including FAN, Development Committee, CAP, Cannon and other departmental meetings) for Philanthropic Partnerships team including ordering food, creating nametags and registration list, setting up the room, and welcoming guests the day of the event
Support philanthropic strategies recognition such as (thank you notes, gifts, and award events)

Required Skills/Abilities

Strong administrative, planning, organizational and time management skills with attention to detail, including the ability to schedule and coordinate meetings, agendas, and other support needs for the team
Experience planning and coordinating projects and timelines, keeping team members activities aligned, and demonstrating strong problem-solving and troubleshooting capabilities
Demonstrated ability to identify procedural problems or inefficiencies and to recommend and implement improvements
Strong customer service attitude. Ability to communicate and interact with donors, professional advisors and their support teams
Demonstrated ability to be flexible and successful within changing environment and multiple demands
Proactive planning and problem-solving skills
Ability to work independently as well as part of a highly engaged team
Strong interpersonal and communication skills—oral and written, including the ability to proofread with accuracy.
High proficiency with Microsoft Office (specifically Excel and PowerPoint)
Preferred experience with Salesforce, including managing data and creating reports

Education And Experience

Associate degree with at least two years’ experience in administrative support/project coordination, or administrative support position; or at least four years’ experience in a similar administrative support position or comparable experience.