Administrative Assistant To The Deerfield Fund

General Summary

Reporting to the Director of the Deerfield Fund, the Administrative Assistant provides comprehensive administrative support to the Deerfield Fund program, with an emphasis on database extractions and list management.

Primary Duties and Responsibilities:

• Perform frequent constituent database extractions and sort, manipulate and format up to 20,000 prospective donor records to support all Deerfield Fund communications
• Collaborate with Associate and Assistant Directors of the Deerfield Fund to support electronic and paper communications for individual classes including providing accurate mailing lists, completing mail merges, and assembling and mailing letters
• Generate frequent reports for Deerfield Fund staff, including class fundraising progress updates, prospect lists and actions, handwritten notes lists, etc.
• Support Deerfield Fund and Reunion volunteer program with list production and requests for information; attend class volunteer calls
• In collaboration with other Advancement Administrative Assistants, provide support to the Leadership Gift program as needed
• Participate in production of broadcast emails as needed
• Assist with planning and execution of on-campus and off-campus Deerfield Fund events
• Assist with Advancement events such as Reunions, Family Weekends, etc.

Other duties as assigned

Job Specifications

• Associates Degree required
• 1 - 3 years of experience in an administrative role
• Proficiency with MS Office Suite, integrated databases, email marketing programs, and willingness to learn specialized software for scheduling, project management and event management
• Excellent verbal and written communication and organizational skills with exceptional attention to detail
• Ability to prioritize and handle multiple tasks with concurrent deadlines
• Sensitivity to highly confidential information
• Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community
• Ability to maintain complex and detailed project schedules
• Excellent organization, interpersonal, and proofreading skills
• Demonstrated ability to work effectively with volunteers
• Ability and willingness to work evenings and weekends as required
• Ability to work independently and as part of a team, and to take initiative in a fast-paced environment
• A high level of integrity and a strong work ethic

Physical Job Demands

• Close visual acuity to analyze data and figures and to view a computer terminal
• Ability to sustain substantial movements of the wrist, hands and/or fingers
• Ability to occasionally lift, carry, push, pull or otherwise move objects up to 10 lbs
• Ability to occasionally stoop, kneel or reach

Special Instructions for Applicants

Application materials must include:

• A cover letter summarizing interests and qualifications
• A complete resume or curriculum vitae

SIGN-ON BONUS

The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment.

Working Conditions

The worker is mainly in an office environment and not substantially exposed to adverse environmental conditions.

Disclaimer

The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification. This job description is not intended to be construed as a comprehensive list of all responsibilities, duties and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance.