Coordinator, External Affairs

Griffin Museum of Science and Industry•Chicago, IL

About The Position

The Coordinator, External Affairs will be responsible for supporting the VP, External Affairs and Chief Development Officer in leading strategic plan implementation and philanthropic support for MSI. Responsibilities General Administration and Project Support Prepare for all meetings and events, including the preparation of slides, briefing memos, meeting confirmations, etc. Manage the calendar, travel arrangements, mail and calls Prepare and maintain division budgets as needed, and manage purchase orders, invoices, and expense reports Oversee division equipment and supplies Manage external consultant and contractor relationships, as needed, to support various projects Schedule and manage division meetings and serve as liaison to other Griffin MSI divisions Philanthropy Support Support the VP, External Affairs and Chief Development Officer on tasks related to donor management Prepare draft communications and proposals as needed Utilizes CRM database to maintain, record, and report on all donor activities Serve as project coordinator for various division initiatives Executive and Strategy Support Manage Strategic Plan KPI’s and materials Maintain philanthropic giving policies and other confidential records Other duties as assigned

Requirements

Three to five years of related work experience, non-profit or fundraising experience is a plus.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of working with a growing team
Must have ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Must possess a high level of professionalism.
Demonstrated ability to maintain a high-level of confidentiality.
Must possess expert level of written and verbal communication skills, strong decision-making ability, analytical skills and attention to detail are equally important.
Strong note taking or meeting minutes skills
Excellent calendar management skills, including the coordination of complex executive and committee meetings.
Proficiency with CRM systems (Salesforce preferred)
Must be proficient in MS Office, including Word, Excel, PowerPoint and Outlook.
Possess the ability to quickly learn new systems.
Demonstrate an ability to finesse and prioritize changing priorities and leadership requests.
Must be able to work occasional evenings or weekend events
Ability to read and interpret documents, write routine reports and correspondence.
Ability to speak effectively before groups of employees of the organization.
Ability to calculate figures and amounts such as percentages, pro-ration, etc.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.
The employee frequently is required to stand, walk, and reach with hands and arms.
The employee is occasionally required to sit; climb or balance; stoop, kneel, or crouch.
The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Nice To Haves

Bachelor’s degree is a plus.
non-profit or fundraising experience is a plus.
Proficiency with CRM systems (Salesforce preferred)

Responsibilities

Prepare for all meetings and events, including the preparation of slides, briefing memos, meeting confirmations, etc.
Manage the calendar, travel arrangements, mail and calls
Prepare and maintain division budgets as needed, and manage purchase orders, invoices, and expense reports
Oversee division equipment and supplies
Manage external consultant and contractor relationships, as needed, to support various projects
Schedule and manage division meetings and serve as liaison to other Griffin MSI divisions
Support the VP, External Affairs and Chief Development Officer on tasks related to donor management
Prepare draft communications and proposals as needed
Utilizes CRM database to maintain, record, and report on all donor activities
Serve as project coordinator for various division initiatives
Manage Strategic Plan KPI’s and materials
Maintain philanthropic giving policies and other confidential records
Other duties as assigned