Reports To: Vice-President Finance & Administration
Location: Baraboo, WI
Summary: The Executive Administrative Assistant provides assistance to the President & CEO to include Board of Directors activities, publications, volunteerism, and special events planning, and oversees and manages all office procedures, including administrative support and project based work assigned by senior management to create and maintain favorable public image for the Foundation by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned as appropriate within the scope of the position.
- Provide expert and confidential support and assistance to senior management, primarily the CEO, and CFO.
- Review, triage, and direct all inbound inquiries and correspondence.
- Proofread and edit senior staff correspondence, reports and other nonroutine documents to ensure correct layout, grammar, sentence structure, spelling, and punctuation.
- Use Microsoft Office (Word, Excel, PowerPoint, Outlook) to create or customize tables, charts, templates, forms or other complex documents; creates, modifies, or runs macros; performs mail merges.
- Independently compose and prepare effective correspondence for others or own use.
- Prepare and distribute meeting materials; attend meetings and take notes/minutes as appropriate.
- Assist the CEO and Board Chair in developing the agenda, schedule, and program for each meeting of the Board and assure all legally necessary actions and resolutions are accomplished timely.
- Provides support to the Board, committees and staff by attending meetings, taking and distributing minutes.
- Performs clerical duties to include but not limited to: photocopying, collating, faxing, mailing, filing, records retention, and distributing materials.
- Maintain efficient and effective flow of documents into and out of the CEO’s and senior staff offices.
- Delegate tasks and follow up with the VPs and other ICF staff as directed by the CEO.
- Assure timely preparation and submission of reports by all VPs for Board meetings.
- Maintain an electronic file of Board information and documents.
- Serve as an initial point of contact and assure timely resolution of any technical problems experienced or reported by members of the Board.
- Arrange and manage logistics for senior staff and Board members including travel, lodging, meals, meeting facilities, transportation, and any other assistance required.
- Prepare and submit expense reports on behalf of senior management.
- Assists with Human Resources work related to arrival of new employees and interns, benefits maintenance and billing, and staff departures or other changes.
- Assure efficient and effective operation of the administrative office, including maintaining ICF hard and electronic records.
- Coordinates and maintains records for office space, phones, parking, credit cards, and keys.
- Responsible for printing, mailing, and copying equipment.
- Researches, prices, and purchases office supplies and services.
- Recommend changes and improvements to practices and procedures to improve the effectiveness of the Administrative office.
- Meets and greets visitors and vendors.
- Administers Guest House reservations system and coordinates arrival and departures of visitors.
Reports To: Vice President for Advancement
Summary: Develops a portfolio totaling at least 100 major gift donors and prospects through prospecting and transferred established major donors. Advancement portfolio will include donors and prospects from a variety of geographic regions with a capability of $100,000 over three years. The majority of the portfolio will be individuals but may include some corporations and foundations. The position requires close coordination with the Advancement team, other major gift officers, ICF staff and the VP for Advancement. Maintaining detailed records of all interactions is an essential responsibility of this position.
The Development Officer discusses assets proficiently and listens for opportunities for gifts of assets or other non-cash gifts, such as planned gifts or gifts-in-kind; provides opportunity for donors to receive recognition and increased future giving opportunities; understands and complies with all ICF gift-related policies and procedures and ensures ethical compliance. The position requires 25% travel in and out of the state of Wisconsin.
Essential Duties and Responsibilities include the following:
- Assists in creation and leads implementation of annual giving strategies.
- Employs fundraising database to track and record donor and program activity, maintain lists, perform queries, generate reports and track performance.
- Coordinates, writes, and designs electronic and print materials for donor correspondence.
- Liaises with ICF program staff to understand and articulate current conservation programs and accomplishments for donor communications.
- Maintains regular donor correspondence and manages member information requests.
- Assists in creation and implementation of donor appeals and new member acquisitions.
- Helps create and implements effective member stewardship and retention programs, particularly for high-level donors and potential donors.
- Conducts donor research and major gift prospect identification for management by senior staff.
- Leads ICF tours and conducts meetings with members and donors to build relationships and determine opportunities to strengthen support.
- Coordinates with Communication and Education department to manage ICF visitor activities related to membership.
- Serves as point person for periodic events.
- Assists with special team and donor projects as needed.
- Other duties may be assigned commensurate to the position.