Executive Assistant and Special Projects Associate Job Description
Reports to Executive Director
This position manages the Office of the Executive Director and serves as a liaison to the Board of Directors; coordinates external relations efforts, donor cultivation, and stewardship; and oversees special projects. The Executive Assistant/Special Projects Associate provides administrative support and coordinates several projects led by the Executive Director, particularly related to fundraising campaigns, programmatic support, donor stewardship, strategic planning, and communications. The individual in this role must be comfortable working efficiently in a fast-paced environment.
DUTIES AND RESPONSIBILITIES:
- Completes a wide variety of administrative tasks for the Executive Director including, but not limited to: managing calendar appointments; composing and preparing correspondences; and organizing and compiling documents for meetings.
- Communicates directly with Board members, donors and other stakeholders on matters related to Foundation initiatives
- Keeps the Executive Director well-informed and prepared of upcoming commitments and responsibilities, following up appropriately.
- Assists with the creation of administrative procedures and the development of communications systems.
- Participates as an adjunct member of the Foundation Leadership Team, including scheduling, attending meetings, preparing agendas, and taking minutes as needed.
- Arranges all Board meetings in a timely manner, including collecting all relevant materials for the Board members, setting up conference technology, and taking minutes.
- Supports Executive Director in managing Foundation fund disbursements and financial requests
- Works with College’s Advancement and Financial Aid office to support the Foundation’s scholarship and Resource For Excellence programs
- Acts as the key contact person for all correspondence related to special projects
- Ensures the progress of fundraising campaigns and special events, including but not limited to coordinating meetings between the Foundation Board, key College staff, Board members and donors.
- Oversees as requested event planning for organization-wide events.
- Strong organizational skills that reflect ability to prioritize multiple tasks with excellent attention to detail.
- Demonstrated project management skills.
- Superb interpersonal skills and the ability to build relationships with various stakeholders, including staff, Board of Directors, external partners and donors.
- Excellent writing skills
EDUCATION AND EXPERIENCE REQUIREMENTS:
- Associates degree required. (major area of study – Paralegal, Communications or Business preferred)
- Minimum Four to Six years of administrative experience.
- Proficient in Microsoft Office, Adobe, Outlook, and social media web platforms.
- Experience with Raiser’s Edge preferred.
This position is hybrid, meaning the individual will work a combination of their time from home and the COD Foundation Office found within the Office of Institutional Advancement on the College of DuPage Main Campus in Glen Ellyn, IL.
Please forward a cover letter and resume via email to firstname.lastname@example.org