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The incumbent in this position will provide confidential, executive-level support by managing and coordinating all administrative functions, facilitating travel, business, corporate and calendar management, meetings, and maintaining corporate and social schedule and calendars for the Foundation department. The Foundation Coordinator will work closely with the Foundation’s Senior Vice President and will work in partnership with the bank’s administrative staff in various departments, other bank branches and locations and with the Board of Directors for the Foundation to provide financial, treasury and record keeping support. A successful incumbent must be an initiative-taker and possess the ability to multitask. This individual must thrive in a team environment but must possess demonstrated skills as an independent thinker with the ability to self-manage. The successful candidate must be able to exercise and display complete confidentiality and discretion on matters coming from the offices of the Senior Vice President, the bank’s executive staff and the Foundation Board of Directors, respectively.
- Provide administrative support to the office of the Senior Vice President of the Foundation and on an as needed basis provides support to other Foundation staff and senior bank senior officers.
- Screen and route all incoming calls in order of priority and take appropriate action as needed.
- As directed, draft letters, memos, emails and other documents and correspondences for reply with the utmost of confidentiality.
- Records and prepares receipts of gifts/pledges/donations and other contributions to the Foundation.
- Prepares acknowledgement of all contributions and gifts in an established donor data base system.
- Create and determine database codes for distinct types of gifts and/or contributions.
- Maintains lists of cash, pledges and other gifts and make edits/revisions as needed.
- Prepares notification cards/mocks checks of commemorative gifts within one week of receipt with a letter of acknowledgement.
- Conducts notification organizations/recipients of grant award with notification of dollar amount.
- Research matching gifts and notify the Senior Vice President of any issue(s) involving donor giving.
- Prepare reports including monthly gift reports by category and amounts.
- Develop or maintain a tracking system for tracking pledges and maintain membership logs/files.
- Produce and mail monthly pledge reminders and mail end-of-year donor gift statements.
- Adds, deletes and/or corrects donor contact information.
- Responsible for monitoring upcoming meetings, conferences and other major events and notifying the Senior Vice President of any conflicts with scheduling or any known dependencies.
- Coordinate travel arrangements for the Senior Vice President and other staff as requested.
- Develop a tracking system to ensure timely and appropriate acknowledgement of birthdays, anniversaries, graduations, and other announcements that may require a response from the office of the Senior Vice President of the Foundation or the bank’s executive team.
- Provide notification to the Senior Vice President of any Foundation’s member and/or partner(s) hospitalization, deaths, life-changing event, etc.
Education/Skills:
- Associates Degree in Business, Secretarial Science, or a related discipline.
- Preference given to candidates with a bachelor’s degree in business or related discipline.
Work Experience:
- Five years or more providing direct administrative support.
- Must have a strong working knowledge of standard office procedures to include operating office equipment including copiers, multi-line phones, calculators, scanners, fax, postage machine etc.
- Must be proficient in Microsoft Word, Power Point, Excel, the Internet, Social Media and basic knowledge of some data base systems.
- Must have the ability to maintain strict control of matters of a sensitive and confidential matter.
- Must have the ability to communicate effectively in writing and verbally.
- Must display world-class customer service when dealing with organizations, donors, community partners, elected officials, members of the public and office team members.
Physical Demands:
- Requires extended periods of sitting.
- Ability to lift at least twenty-five pounds.
