oPERATIONS AND eXECUTIVE aSSISTANT (FULL TIME)

Reports to:  Assistant Director of Donor Relations & Operations

Details: Monday to Friday, 8:00 a.m. to 4:30 p.m. (No Telecommuting. Occasional nights and weekends.)

Summary of Position:

Executive Assistant will work with managers and other staff members to ensure that administrative tasks are completed, the Lock Haven University Foundation functions efficiently and that human resource functions are fulfilled. S/He will also support the senior director team in an administrative capacity, including support of the LHUF Board of Directors. 

Applications, including a resume and cover letter, should be emailed to email@lhufoundation.org. Deadline to apply is May 5th or until the position is filled.

Duties 

  • Perform administrative duties as required to support the LHUF mission and functions of the Executive Director, the leadership team, and the LHU Foundation.

  • Manage confidential information and maintain appointment calendar for the Executive Director and the Director of Donor Relations and Operations.  

  • Greet LHUF visitors . Answer the LHUF phone line.  Handle all inquiries and/or direct callers to the appropriate person.  Follow up with callers as necessary. 

  • Manage weekly stewardship thank you cards in collaboration with the Director of Donor Relations and Operations.  

  • Open and sort all mail. When necessary, deliver office mail to the University mailroom and/or retrieve Foundation mail from mailroom and deliver to appropriate personnel. Determine appropriate responses to mail and prepare correspondence and draft documents. 

  • Enter all gifts, data and documentation into the system for gift processing.

  • Act as corresponding secretary for the Board of Directors.  Distribute confidential information to the board members, committee members and other key volunteers. Compile meeting minutes with a high level of accuracy and attention to detail. Coordinate meeting logistics including room set-up, catering, parking, signage, etc. Manage BoardEffect platform for all board communication.

  • Schedule and maintain appointments, meetings, room reservations, facilities, equipment, and food service arrangements. 

  • Maintain and track contact engagement reports for the Executive Director to ensure they are entered into the prospect management system.

  • Provides Parking passes and other common amenities for on-campus visits.

  • Conduct daily email and phone correspondence with staff, faculty, administration, and donors with immediate follow-up to maintain good relations.

  • Create all PowerPoint Presentations for campaign-related meetings, Board meetings, workshops, and events. 

  • Set up conference calls, projection systems and presentations in advance of meetings to ensure everything is working properly.

  • Meet periodically with supervisors to analyze and assess administrative operations, procedures, and planning.

  • Schedule appointments and manage visits/travel for Executive Director.

  • Assist in coordinating donor related events and stewardship opportunities with the Director of Donor Relations and Operations.

  • Reconcile Foundation Credit Card for members of the team and enter invoices into Financial Edge.

  • Assist members of the Advancement staff with the management and coordination of donor/prospect campus visits as needed in conjunction with members of the University community, i.e., President's office, faculty, deans, department chairs, student affairs, athletics, etc.

  • Compose, edit correspondence, event announcements, etc.  Assist in organizing recurring communication with key donors/constituents.

  • Ensure all office, mailing and event supplies are stocked including VIP Boxes and the DACC bar.  

Minimum qualifications, knowledge and abilities:  

  • Preferred five years of experience providing critical support to a management team.  

  • Excellent organization skills with attention to detail, verbal, written and telephone skills.

  • Must possess ability to thrive in a fast pace environment, while assisting multiple constituencies.  

  • Ability to communicate with variety of individuals, including key volunteers, donors, Commonwealth University executives and LHUF Board members.    

  • Knowledge of and proficiency with the latest Microsoft Office programs, particularly Word, Excel, Outlook, PowerPoint and mail merges.

  • Proficiency with fundraising software (working knowledge of Raiser’s Edge is strongly preferred for event purposes). 

  • Good decision-making skills, tactful, good listener, willingness to search out answers, ability to recognize when others need to be involved in activities or decisions.

  • Self-starter with the ability to manage multiple projects (project management helpful).

  • Fantastic customer service ethics and high expectations for quality work.

Physical Conditions:  

  • Physical demands are modest.

  • Sitting, standing, walking required. 

  • Visual acuity and manual dexterity are required for keyboarding. 

  • Ability to lift up to 50 pounds.

  • Speech, visual and hearing abilities that are sufficient to read and view writing materials, effectively communicate and interact with staff and donors in person and over the telephone.

  • Occasional nights and weekends are required