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Title

Executive Assistant (Fundraising) 

Category Administration  
Description

Under the direction of the VP of Philanthropy the Executive Assistant facilitates various administrative functions to ensure an effective Resource Development (Fundraising) team. The Executive Assistant will possess a thorough knowledge of principles and practices of office management, exercises considerable latitude and discretion of action, using independent judgment when carrying out assignments and handling material, which may be of a confidential nature. This position is part of a high profile, multi-tasking department and requires an individual that remains organized, tactful, discreet, and focused on the OV mission.

Embrace Opportunity Village core values by cultivating positive and meaningful CONNECTIONS with clients and colleagues, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT. Reinforce and positively engage in Opportunity Village’s organizational culture supporting choice and creativity of clients and of staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Connects Resource Development team members to key contacts through creative networking.
    1. Specifically sets meetings with potential donors for VP and Director of the department allocated 50% of the work week towards this initiative.
  2. Manages the VP of Philanthropy’s calendar and schedule using independent judgment and discretion when scheduling all requested appointments and daily updates.
  3. Disseminates OV’s mission in the greater Las Vegas community by participating in community events, hosing tours, visits, meetings and events for community leaders and members to improve awareness of Opportunity Village.
  4. Actively seeks new partners in the community to liaison with OV through various corporate responsibility initiatives.
    1. Includes cold calling organizations and individuals to make an initial contact while utilizing a wide variety of resources to set up 1:1 meetings for the VP and Director.
  5. Provides administrative support services and office management for Resource Development Team.
  6. Schedules, prepares and sets up all meetings, confirming all appointments, conference dates, agendas and location set up.
  7. Prepare, create, and modify documents including correspondence, presentations, reports, memos, and emails. Formulates, proofreads and distributes all letters, reports and correspondence generated by the VP of Philanthropy and Director.
  8. Processes all purchase orders invoices and check-requests and expense reports.
  9. Maintains the operational effectiveness of the office including information technology, telephone communication systems and the physical attractiveness of the office
  10. Maintains the filing system for the office including computer records to assure all information is secure and easily retrievable.
  11. Schedules and coordinates tours, meetings, conferences outside and inside the organization for the entire Resource Development team.
  12. Coordinate all business travel for the Resource Development team and develops a master itinerary that includes meeting and travel arrangements.
  13. Responsible for handling/utilizing department credit card with discretion orders supplies with discretion for all Opportunity Village locations.
  14. Prepares bookkeeping records and supports budget process.
  15. Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
  16. Manages and keeps financial information and files up to date; analyzes data and develops special financial reports (i.e. financial evaluations and checking for accuracy in formulas within spreadsheets).
  17. Oversees the completion and distribution of all meeting minutes, reports, letters, memos generated by the VP of Philanthropy to including information for distribution for board meetings and other supportive areas within the Resource Development team.
  18. Coordinates special projects (i.e. special mailings and preparation of materials related to special events).
  19. Develops systems for monitoring the work in progress to identify obstacles and finding solutions for problems.
  20. Use Donor Perfect software to track, engage and report on all donor and prospect contacts with weekly outreach and solicitation goals set by the Director of Development
  21. Perform other duties as assigned.
 
Position Requirements

SKILLS REQUIRED

  • Embodies a teamwork mentality; works in cooperation with all departments to address specific situations as they arise to resolve effectively with all stakeholders in mind.
  • Ability to communicate effectively with individuals, co-workers and supervisors (verbal and written).
  • Ability to effectively present information to top management, donors, Board Members, and guests.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to use independent judgment and interpret an extensive variety of facts and deal with several abstract and concrete variables.
  • Must encompass professional demeanor and uphold confidentiality.
  • Have high energy, and a positive and enthusiastic outlook.
  • Self-directed with a strong ability to work independently and to set and adhere to deadlines.
  • Ability to adapt and perform under stressful situations with a customer service focus.
  • Ability to interpret instructions, gain knowledge, and have initiative.
  • Must possess social perceptiveness to assess and understand other’s reactions and behaviors.

EDUCATION AND EXPERIENCE

  • Required: Bachelor’s degree in Business Management, Nonprofit Management or related field or equivalent.
  • Required: Five years’ experience working in an office setting; of which three years in supporting a business development team, sales team and executive support or related role.
  • Required: Computer savvy and must be proficient in Microsoft Office products (i.e. Word, Excel, Outlook and PowerPoint), Database Management Systems and Project Management Software.
  • Preferred: Experience working with individuals with disabilities.

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

  • Ability to lift and move boxes up to 40 pounds.
  • Ability to sit at a computer for prolonged periods of time.
  • Ability to work in a typical office environment.
  • Ability to tolerate stress.
  • Ability to conduct tasks and successfully perform under critical deadlines.
  • Manual dexterity to operate office equipment and examine documents, records and files.

 

 
Full-Time/Part-Time Full-Time  
Shift Days  
Rate of Pay DOE  
Exempt/Non-Exempt Exempt  
Req Number ADM-21-00003  
Open Date 11/4/2021  
Location Oakey Campus  
About the Organization Join Las Vegas' Favorite Charity! Here you can be proud to answer the question, 'Where do you work?' Opportunity Village (OV) is more than just a job; being a member of the OV team instills a sense of pride and purpose into your work week. Our motto for the people we serve is: Pride. Purpose. And a Paycheck. So it is no wonder that the same can be said for our employees who serve our clients.

Aside from the satisfaction of participating in a community that extends beyond our campuses, OV also offers a wide array of additional benefits including: health, dental and vision insurance, retirement savings account, training and development opportunities and much more!  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently accepting applications.

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