Staff Assistant, Principal Gifts at Harvard University

Posted in Business Development 25 days ago.

This job brought to you by Local Organization

Location: Cambridge, Massachusetts

Job Description:


Harvard University

School/Unit
Alumni Affairs and Development

Sub-Unit
------------

Job Function
Alumni Affairs and Development
General Administration

Time Status
Full-time

Department
Alumni Affairs & Development

Salary Grade
053

Union
55 - Hvd Union Cler & Tech Workers

Duties & Responsibilities
SUMMARY:
This full-time non-exempt position in the University Development Office supports the work of two Senior 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 duties include word processing memos, correspondence, and reports; answering the phone; taking dictation; scheduling meetings and preparing meeting materials; preparing mailings; and making travel arrangements. Other duties are filing, maintaining Advance database, accurate proofreading, drafting, editing and distribution of correspondence, and project facilitation. Handles reimbursement for travel and expenses (corporate and out of pocket). 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:

Serves as primary point of contact for alumni and donors working with the Senior Directors and assists in managing the stewardship of these relationships through regular phone and in person contact.

Provide general office support, including answering phones, responding to phone and email inquiries, and maintaining calendars. Assist with managing projects, tasks and workflow.

Draft a high volume of 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.

Make travel arrangements 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.

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 Senior Directors.

Maintain electronic and paper files on capital gift prospects and projects. Prepare detailed expense reports.

Basic Qualifications
1-2 years related office experience; knowledge of Microsoft Office software; must occasionally work additional evening and weekend hours.

Pre-Employment Screening
Education
Identity

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation or any other characteristic protected by law.



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