Administrative Specialist, Development

Jewish Federation of Cleveland•Cleveland, OH

10d

About The Position

Provides support to the Philanthropic Planning Program and Mission Program. This currently includes direct support to three Development Officers and supports the Travel Programs Manager for Federation Missions.

Requirements

Ability to develop and write business correspondence
Ability to organize work, engage in a variety of tasks simultaneously, and consistently meet deadlines
High attention to detail, follow-up, self-motivated, proactive, and solution focused
Well-developed customer service skills
Ability to express self effectively and concisely, both orally and in writing
Ability to tactfully and effectively deal with public and staff in a personable and professional manner
Maintains a high level of energy and a consistent positive attitude
High school diploma or GED, associate's degree preferred
At least 3 to 5 years of administrative assistant experience

Responsibilities

Administer the Philanthropic Planning & Legacy Society Program
Maintains accurate donor records in donor database as it pertains to the Legacy Society, living & deceased as well as tracking bequests
Provides reports from donor database regarding all aspects of Legacy Society
Tracks all details related to stewardship of Legacy donors including, but not limited to entering donor data, delivery of Papercut Gifts, Endowment Book of Life Statements, and Lion of Judah Endowments
Prepares and distributes annual donor information letters with K1 forms
Prepares framed paper cuts to welcome donors to Legacy Society
Enters codes for legacy donors from first verbal commitment to final recognition
Tracks and monitors details of Legacy Society Donors life events in order to provide Development Officers with the tools to best steward donors. This includes, but is not limited to birthdays, anniversaries, expressing condolences, and milestone events
Provides Administrative support for the Florida Receptions
Coordinates all details including save the date, formal invitation, name tags, event registration, itinerary for donor visits and reports
Manages all details of Florida Host Committee and Florida Invitees in database
Coordinates Summer Florida Host Committee Planning Meeting
Manages calendars and scheduling for Florida receptions
Provides Administrative support for the Travel Program Manager, Missions
Prep and assist in scheduling, preparing, and organizing mission informational sessions, fielding questions from possible participants
Assist with creation of budgets, accountable for adherence to the approved budget
Coordinate with travel vendors, such as airlines, tour operators, speakers, and destination management companies
Prepare mission itineraries and track all mission related travel details for participants and staff
Help create and track follow-up plan with mission in coordination with others; ensure accurate tracking in database to help manage reunions, solicitations, and follow-up
Annually manages and supports all logistical aspects of the program of 150+ financial advisors, attorneys, accountants and insurance professionals
Logistical details related to securing location & details
Updating and managing invitation list in database
Management of invitation and RSVPs
Assists with securing continuing education certifications
Day of details include name tags & overseeing registration
Coordination of materials needed for the day
Coordinates quarterly meetings of Professional Advisory Council
Coordinates monthly Professional Advisor meetings
Coordinates meeting logistics by: managing scheduling, communications, arranging logistics of the meetings/follow-up and ensuring all required materials are available as needed.
Interacts professionally on a regular basis with staff, donors, advisors, and the general public.
Processes expense and mileage reports.
Assumes additional responsibilities and performs special projects as needed or directed.
Assists in the Campaign for Jewish Needs (annual campaign) as required.
Answers telephones, takes messages, refers callers to appropriate staff and/or answers their questions (i.e. event information, phone numbers, addresses).
Fields donor calls and provides excellent customer service.