Administrative Assistant, Resource Development - Milwaukee, United States - United Way of Greater Milwaukee & Waukesha County

United Way of Greater Milwaukee & Waukesha County
United Way of Greater Milwaukee & Waukesha County
Verified Company
Milwaukee, United States

3 weeks ago

Mark Lane

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Mark Lane

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Description

JOB DESCRIPTION**
(Non-Management)

Job Title:
Administrative Assistant, Resource Development & Individual Giving (Union)
Status:Full-Time
Department: Resource Development
Grade:24
Date Prepared: April 2024
FLSA Status: Non-Exempt
SUMMARY:

  • Provide administrative support to Vice President of Resource Development and Individual Giving team, and backup support to the Chief Executive Officer.
  • Provide administrative support to annual Community Campaign Cochairs and Campaign Cabinet.
  • Maintain a high level of professionalism both in person and in written communication.
  • Recognize and maintain the confidentiality and sensitive nature of division matters.
  • Anticipate potential problems and develop solutions.
  • This position reports to the Vice President, Resource Development

RESPONSIBILITIES:

Include the following, but are not limited to:

ADMINISTRATIVE SUPPORT FOR VICE PRESIDENT OF RESOURCE DEVELOPMENT AND MAJOR GIFTS TEAM**:

  • Provide administrative support for the Vice President
  • Resource Development and provide backup support for President and CEO as needed including organizing, planning, and follow-through.


  • Manage Vice President

  • Resource Development's calendar and schedule meetings on behalf of Vice President
  • Resource Development.


  • Aid Vice President

  • Resource Development with onboarding new direct reports.
  • Assist Human Resources Department in scheduling interviews for open positions within Resource Development Department
  • Coordinate meeting activities for Vice President, Resource Development and Individual Giving team including scheduling, sending meeting notices, handling meeting setup, preparation of materials/supplies, contacting volunteers and preparing agendas.
  • Prepare minutes and take notes for meetings, including Resource Development team meetings, Campaign cochair meetings and other meetings as needed.
  • Maintain Resource Development's shared Outlook calendar.
  • Maintain Resource Development department's organizational chart.
  • Coordinate the production of key division documents, including but not limited to all Leadership, Jane Bradley Pettit and Tocqueville Society solicitation materials.
  • Assist Individual Giving staff in the planning and coordination of meetings, division reports, and other fund development activities.
  • Assist department staff in fulfilling campaign timelines for Leadership, Tocqueville and Jane Bradley Pettit Society solicitations and special gifts/individuals.
  • Work with the Account Manager, Leadership Giving to facilitate the weekly acknowledgement process for Leadership, Tocqueville and Jane Bradley Pettit
  • Work with Resource Development staff on the accuracy of the Tocqueville and Jane Bradley Pettit Society members in the leadership registry.
  • Gather and submit data to United Way Worldwide for the National Tocqueville Registry.
  • Assist with ANDAR (donor database) system maintenance for Major Gifts records and ensure account data is accurate and up to date.
  • Aid in obtaining (and approval for using) volunteer letterhead and signatures.
  • Assist in all aspects of the Annual Tocqueville Society thank you event including coordination the invitation mailings, management of the the RSVP process, communicating status of responses with manager; provide some phone follow up.
  • Maintain office documentation for Tocqueville and Jane Bradley Pettit Society.
  • Create and mail stock and gift acknowledgement letters.
  • Create and mail letters to new C-Suite executives from our existing and potential corporate partners on behalf of President and CEO.

RESOURCE DEVELOPMENT ANNUAL CAMPAIGN CO-CHAIR & CABINET ORGANIZATION**:

  • Schedule major campaign events which include but are not limited to cabinet meetings, Campaign kickoff and closing, and monthly campaign co-chair meetings.
  • Coordinate with area executives and Campaign cochairs to schedule corporate CEO calls.
  • Serve as a point person for cochair assistants.
  • Obtain cochair signatures for mailings and cochair bios for the website
  • Assemble cochair meeting materials.
  • Send meeting reminders, prep materials and agendas before the cochair meetings.
  • Keep attendance for Cabinet Meetings and prepare minutes for all cochair meetings.
  • Maintain updated and accurate cabinet rosters, including current contact information, throughout the year.
  • Enter/update cabinet member information in ANDAR.
  • Enter volunteer hours into ANDAR for campaign cochairs and cabinet members.
  • Responsible for cabinet meeting attendance list; name tents; name badges, seating charts, room setup, ordering food, etc.
  • Send cabinet member welcome packet.
  • Curate and send weekly updates and communication to all campaign cabinet members with campaign status and updates.

RESOURCE DEVELOPMENT DATA MINING AND DATA INTEGRITY**- Create custom data mines and execute basic reports using CRM reporting tools and Excel based on requests from Vice President, Resource Development a
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