The Administrative Assistant’s main responsibilities are to provide support to the advancement department and to all staff of the Art Institute. This includes everything to keep the office running smoothly by organizing schedules, events, calendars and files with a system that makes sense for everyone.
The Administrative Assistant is often the first point of donor contact and therefore must maintain a friendly, positive and helpful attitude in all situations. The position is service-oriented and includes interactions with donors, board members, faculty, staff, students,
parents and visitors.
The Administrative Assistant is a creative problem solver for the Art Institute which supports the operation of a public charter school serving 250+ students, residential program and a community engagement program.
- Support NMSA – AI executive team as needed through appointment coordination, materials requests, merging and execution of letters, communications, hospitality, and welcoming guests to office
- Organize files, prepare documents, schedule appointments, maintains office calendar, communicates with board and donors.
- Executive meeting organization for Board of Trustees and Committees to include:
- meeting coordination, RSVPs, minutes, materials, communications, hospitality,
and other tasks as needed
- Maintains accurate contact information for Board members, donors and other constituent groups and maintains membership status for each via rosters, database, or other formats as necessary
- Responsible for maintaining organization and inventory of all office supplies, postage, donor collateral, meeting supplies, and event supplies in assigned areas
- Maintains various NMSA-AI vendor accounts such as: US Postage, CRM database, Wealth Engine, Printer support, and others as necessary
- Other duties and tasks as directed
- Data entry into the Blackbaud CRM donor database to include gift entry, donation tracking, acknowledgement, and donor information updating.Drafts and disseminates donor acknowledgement letters in a timely manner according to NMSA-AI protocols to include customizing, mailing, scanning, filing, and documenting
- Manages donor records retention; merges and executes appeals–to include list pull, merge, file imports, sorting, personalization, and mailing, and manages communication lists as needed
- Supports prospect tracking, and cultivation and stewardship communications
- Support donor and prospecting events to include: list management, RSVP tracking, name tag creation, registration management, logistics and coordination as needed
- Reconciles contributions and campaigns with finance department monthly
- The Advancement Administrator must be a mission-driven, creative, self-starter that will enhance the efficiency of the Art Institute’s busy environment.
- College degree preferred
- Proven computer and database management skills a must
- Proficiency with Microsoft Office Suite applications and Google required
- Ability to balance, prioritize and manage multiple priorities in a fast-paced environment, strong decision-making skills
- Detail orientation is a must
- Mail merging skills required * Proficiency with project management tools a plus
- Ability to communicate and learn effectively, both verbally and in writing
- Demonstrated organizational and time management skills
Organizational Relationship: Reports to Director of Finance and Operations.
Job Type: Full-time (40 hours per week) with benefits; need to be available for additional hours depending on events (at overtime rate).
Pay Rate: Expected to be in the $15-$18/hour range, depending upon experience and skills