FLSA Status: Non-Exempt
Location: Dallas TX
Basic FunctionProvides administrative assistance to the VP Corporate Partnerships, VP Account Management & Pharma, VP Collaborative Revenue, VP Peer to Peer Fundraising Events and Development team to include but not limited to: extensive calendar management; customer relationship management database entries; scheduling travel arrangements, coordination of meetings; management of appointments; donor contact and correspondence; donor and prospect research; coordination of logistics for donor events; general correspondence; filing systems; customer inquiry support; invoice and other financial processing; and other relatedadministrative duties.
Codes, reconciles, and submits payment vendor invoices and other transactions for the department in accordance with procurement and contract policies. Assists with consolidation of budgets for various Development cost centers and assists with variance reporting activities. Tracks necessary expenses related to administrative duties. Enters data and extracts reports from the financial budgeting / accounting systems. Collects receipts and reconciles monthly activity for assigned Development purchasing card. Collects and processes payouts to affiliates quarterly. Supports development leadership with expense and travel reporting.
Arranges department meetings – in person and via ring central. Aids in organization of creating meeting materials on a timely basis with leadership team. Solicits agenda items, prepares final agendas and distributes supporting documents. Responsible for meeting execution including securing meeting room, ambiance, room design, catering, travel arrangements, supplies or other. Captures action items and deliverable due dates. Takes minutes and distributes all follow-up materials to staff.
Handles arrangements and logistic support for department meetings, conference calls, and events with a focus on customer service and experience, while delivering on cost efficiencies for the organization including:
securing meeting rooms
handling set up and break down of conference rooms
handling catering of food/drinks/snacks
preparing meeting documents and presentations, agendas, binders
creating/editing PowerPoint presentations, etc.
arranging hotel accommodations for staff and visitors
tracking travel arrangements
securing meeting supplies as needed
other misc. administrative duties, such as filing, email responses, printing, etc.
In collaboration with others, provides support to development team in coordinating senior leader calendars, organizational meetings or events and leveraging travel to accomplish department goals.
Leads coordination of several administrative projects including distribution of holiday cards, ordering of gifts and recognition and tracking/organizing/retrieving inventory for the department.
Provides additional or seasonal support for department in meeting goals such as penmanship of thank you letters, accepting customer service calls and responding to inquiries.
Must demonstrate the ability to handle multiple tasks/activities/projects simultaneously and be able to meet deadlines while effectively managing priorities and communication.
Ensures processes are followed to maintain accuracy of information in operational systems, including, but not limited to, PeopleSoft and Salesforce.
Minimum Experience RequiredThe ideal candidate will have: Work Experience: 2 – 5 years Education: High School Diploma / GED required / Preferred Bachelor’s degree
Preferred ExperiencePreferred experience includes:
Proven ability in fast-paced or high-growth organization preferred.
Willingness to take personal responsibility for the outcomes resulting from his / her judgement, guidance and decisions.
Ability to communicate effectively with a variety of individuals and tailor responses to each based on those needs.
Ability to take requests from multiple staff and seek clear priority expectations with supervisor.
Ability to compute figures and numbers and implement in daily activities to ensure cost effectiveness.
Strong commitment to customer service/support which aims to accomplish tasks/activities/projects/goals.
Ability to work independently, exercise discretion, and maintain a high level of confidentiality.
Demonstrates continuous learning and improvements in productivity.
Requires attention to detail with strong organization abilities.
Excellent writing and critical thinking skills.
Advanced word processing, spreadsheet, presentation and graphic software skills.
Specialized Knowledge Requirements
Proficient in MS Office
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