Office Administrator

OFFICE ADMINISTRATOR

Full-time, year-round (40 hrs. per week) in-office position

The Office Administrator is critical to the success of the Childhood League Center's (CLC) Advancement and Executive Teams. The Office Administrator will be responsible for providing support to the Executive Team, maintaining the donor database and administering the organization's internal communications.

This position reports to the Chief Executive Officer with the following responsibilities:

Executive Assistant and Board Liaison, responsible for providing administrative and strategic support to the CEO and the Advancement Manager and will function as the primary contact person for the Board of Directors.

Planning remote and in-person meetings by compiling agendas, coordinating logistics and materials, inviting guests/participants, and taking minutes. Prepare materials for CEO in preparation for meetings and travel.

• Guiding ongoing and effective communication with Board of Directors
• Establishing and monitoring board communications calendar, current list of Board and tenure
• Preparing and distributing board meeting materials, and recording minutes

• Scheduling
• Sending notices
• Preparing agendas
• Coordinating of meeting sites and necessary refreshments and/or materials
• Preparing and distributing meeting minutes

• Coordinating office supplies and place orders when necessary
• Providing back-up support to the front desk, including greeting families and visitors and ensuring that security protocols at the front desk are followed

• Facility Tours
• Cultivation activities
• Thank you and recognition events
• Fundraising events

• Scheduling
• Sending notices
• Preparing agendas
• Coordination of meeting sites and necessary refreshments and/or materials
• Prepare and distribute meeting minutes

Maintaining the CLC's internal events calendar to track available staff and building resources

Ensuring that all data is up to date and accurate. This position will be responsible for the day to day management of the donor and prospect database. Management of the database will include the accurate entry and maintenance of donor information, ensuring database integrity and conducting regular database audits and updates.

Becoming an expert on the donor management database system

Accurately entering and maintaining donor records and prospect information

Preparing and distributing daily cash logs

Reconciling system with finance team

Preparing all acknowledgment letters and tax receipts

Tracking and invoicing all pledge payments

Researching and collecting prospect information from available sources

Helping with data analysis to identify trends and prospects to inform the direction of giving approaching

Interacting with donors and prospects to assist in providing the highest level of customer service

Comfortable interacting with individuals of diverse social, economic and ethnic backgrounds

Expressing gratitude for donor gifts and loyalty

Assisting with the preparation of correspondence, documentation and proposals

Presenting a positive, professional image of the CLC at all times

Miscellaneous duties as assigned

Associate degree required (B.S. or B.A. preferred)

3-5 years of administrative or data gathering experience required, or an equivalent combination of education and experience

Proven…