Mount Vernon, Executive Assistant

Posted: May 25, 2017 at 11:26 am

The Executive Assistant is responsible for supporting the Senior Vice President for Development, coordinating office logistics, serving as the public face of the development office through answering the main phone line and greeting department guests, providing department-wide administrative support, and serving as an essential back-up for data processing.
Support for Senior Vice President
  • Provides administrative support to Sr. V.P. through calendar and correspondence management, scheduling meetings, screening telephone calls, expense reporting, and arranging travel.
  • Assists Sr. V.P. in preparing various materials including Department’s annual business plan and budget.
  • Arranges meetings, secures space, and prepares materials for meetings, taking meeting notes as required.
  • Interfaces with various estate Departments and other Senior Mount Vernon leadership.
  • Assists in coordinating the schedules and logistics for visiting VIP visitors to the Estate.
  • Utilizes sound independent judgment to attend to matters when the Senior Vice President is out of the office; independently performing some tasks, while delegating additional matters to the appropriate staff member.
Reception and Office Administration
  • Answers the main Development phone line and serves as call-center liaison.
  • Fields departmental correspondence and calls, monitors general email accounts and provides timely response utilizing sound independent judgement to delegate to appropriate staff those inquiries/ issues.
  • Manages all departmental administrative duties and helps to establish and maintain a variety of office procedures to manage the logistics and daily operations of the Sr. V.P.’s office and Development Department. {Includes expense reporting, opening and distributing the mail, ordering supplies, facilitating the movement of various items back and forth to the estate as well as FedEx shipments, and scheduling staff and other department meetings.}
  • Packages proposals and mailings to include printing and coordinating attachments, scanning documents, completing FedEx or mailing packaging, and ensuring pick up and delivery.
  • Responsible for maintenance and accuracy of office files and records.
  • Creates and compiles handouts, itineraries, mailings, and packets for Development Department meetings and other Board activities.
Data Processing and Updates
  • Serves as back-up for data entry processing, event response tracking, acknowledgements, and reconciliation.
  • Serves as back-up for constituent database updates.
  • Updates steps and plans for major gift officers in conjunction with solicitation management and donor pipelines.
  • Assists with populating plans, solicitors, and other constituent record information.
Event Assistance
  • Assists with fundraising event preparation and execution.
  • Provides on-site support for events and programs as needed by the Department, which typically occur on the weekends or in the evenings.
  • Other duties as assigned.
Minimum Qualifications:
  • A minimum of 2 years executive assistant experience, preferably in a development office.
  • An interest in the mission of George Washington’s Mount Vernon with eagerness to learn more and share its importance with others.
  • Strong attention to detail, especially in data processing.
  • Ethical fundraiser standards and practices.
  • Bachelor’s degree required.
  • Computer proficiency, including Microsoft Office Suite, Tessitura CRM.
  • Excellent Communication skills both verbal and written.
Special Requirements:
  • Availability to work non-traditional business hours on occasion