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Auto req ID 28965BR
Business Title Staff Assistant, Principal Gifts
School/Unit Alumni Affairs and Development
Location USA - MA - Cambridge
Job Function General Administration
Time Status Full-time
Department University Development Office, Principal Gifts
Salary Grade 053
Union 55 - Hvd Union Cler & Tech Workers
Duties & Responsibilities
This full-time non-exempt position in the University Development Office supports the work of two Directors of Principal Gifts. This position serves as principal administrative contact and liaison for external and internal constituencies including donors, alumni, deans, faculty, and Harvard University colleagues.
Day-to-day administrative dutiesinclude word processing memos, correspondence, and reports; answering the phone; taking dictation; scheduling meeting and preparing meeting materials; preparing mailings; and making travel arrangements. Other duties arefiling, maintaining Advance database, accurate proofreading, drafting, editing and distribution of correspondence, and project facilitation. Handles reimbursement for travel and expenses. Works independently on specific project work. Provides the integral research efforts required to carry out effective and efficient donor information for events and meetings.
The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
DUTIES & RESPONSIBILITIES:
1. Serves as primary point of contact for alumni and donors working with the Directors and assists in managing the stewardship of these relationships through regular phone and in person contact.
2. Provide general office support, including answering phones, responding to phone and email inquiries, and maintaining calendars. Assist with managing projects, tasks and workflow for the directors.
3. Draft briefings, correspondence, contact reports, meetings agendas, and memos. Manage correspondence, memos, reports, and prospect briefings using complex database (Advance). Provide general internet and computer support including internet research, data gathering, and general information.
4. Make travel arrangements for supervisors including booking travel and accommodations, managing trip itineraries including scheduling appointments, confirming locations and providing briefings and trouble-shooting during travel days as needed. Prepares detailed expense reports and ensure trip follow up is completed, including preparing debriefs and making database updates.
5. Schedule meetings and appointments, and update managers on all schedule changes frequently. Anticipates and resolves scheduling conflicts and proactively reviews calendar to ensure key deadlines can be met by the directors.
6. Maintain electronic and paper files on capital gift prospects and projects. Prepare detailed expense reports.
7. Help plan and execute prospect events, assemble and prepare event materials, send out and track invitations, send out reminders, plan menu and event timeline. Maintain various tracking reports to assure accurate and up-to-date information on prospects and event attendance.
8. Researches prospects and produces reports and lists using the Advance database.
9. Provides information to alumni upon request and as appropriate in the manager’s absence.
10. Cultivates favorable relationships and works closely throughout the year with other Harvard and AA&D departments including Athletics, Commencement office, Communication, Events, Recording Secretary’s Office, and Harvard Alumni Association to help accomplish the goals of principal gift fundraising.
11. Contributes to team effort by accomplishing related tasks and special projects as needed.
12. The above covers the most significant responsibilities of the position. It does not, however, exclude other duties, the inclusion of which would be in conformity with the level of the position.
Minimum of two years related office experience; knowledge of Microsoft Office software; must occasionally work additional evening and weekend hours.
College degree from an accredited institution strongly preferred. Must be highly organized, detailed oriented and have the ability to work competently and efficiently in a multi-task environment. Strong written and oral communication skills, including strong knowledge of English grammar, spelling and punctuation. Ability to accurately proofread and edit correspondence. Strong interpersonal skills; excellent phone manner and personal presentation. Ability to work under pressure, understand and follow policies and procedures, and accommodate change. Ability to work independently as well as collaboratively on a team. Experience interacting with corporate executives and senior level staff preferred.
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