This position provides administrative support for the Chief Development Officer (CDO) and the fundraising team at the Association. The successful candidate will anticipate travel, budget, and administrative needs of the CDO, and demonstrates leadership, responsiveness, strong customer service, independent thinking and solid judgement in a demanding and fast-paced team environment.
Responsibilities include, but are not limited to, answering phones, scheduling appointments, arranging travel, maintaining confidential information, and other administrative duties as assigned. The Administrative Coordinator serves as an important and visible team member, communicating and interacting with senior leadership including, but not limited to: the Association President, team members within the office of the Association President, members of the Board of Directors, members of the National Council on White House History, and senior leaders within the Association. This position will be a full time, permanent position with benefits.
- Manage the daily calendar of the CDO by scheduling internal and external meetings, appointments, travel, and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the CDO.
- Organize high-level meetings with constituencies, as required, and disseminate corresponding meeting materials, as needed.
- Keep the CDO on schedule and abreast of changes and high-level concerns, as necessary, throughout each day.
- Research and/or compile briefing materials, as needed, for meetings to ensure the CDO is fully prepared for scheduled appointments, presentations, discussions, etc. including researching and gathering critical information, creating presentations, preparing briefings, developing and proposing agenda items, and conducting necessary follow-ups. Assure that materials are accessible in a timely manner and kept confidential.
- Oversee incoming correspondence and requests for the CDOs attention; assistance to other development team members as appropriate; prioritize items that need immediate attention; and prepare and edit letters, memos, and other correspondence for the CDO. Proofread and edit documents and office communications for approval and signature by the CDO.
Travel & Expenses/Gift Agreements
- Arrange travel with corresponding detailed itineraries and briefings in preparation for donor visits; coordinate travel plans and appointments with the CDO.
- Manage the approval stream for the majority of Development Office expenditures.
- Reconcile all travel expenses and submit travel reimbursements in a timely and thorough manner. Organize and maintain electronic and hard filing system of financial documentation. Process office invoices and ensure adherence to the budget.
- Serve as point of contact for matters involving gift agreements and endowment paperwork, including policies and procedures and historical documentation.
- Obtain a thorough understanding of Salesforce, our internal donor database, in order to maintain data, compile and/or produce reports, and provide information as requested by the CDO.
- Answer a multi-line telephone. Screen and direct incoming calls. Refer questions and direct calls to the appropriate staff members and offices.
- Prepare outgoing mail and express packages.
- Assist in setting up new employees to the office.
- Arrange routine maintenance and service calls on office equipment.
- Work with Facilities and IT contractor to ensure office is properly maintained and any problems are resolved in a timely manner.
- Represent the CDO in a professional manner; exercise administrative judgement; respond to requests in a timely manner; and maintain sensitive and confidential information.
- Perform additional duties as assigned.
Note: This position will require some work outside of normal business hours and/or weekends.
- Associate or bachelor’s degree preferred.
- Experience should be in providing progressively responsible administrative support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice required.
- Proficiency in Microsoft Office including Outlook, Word, Excel and PowerPoint is required.
- Excellent planning, organizational, communications, phone and interpersonal skills are required.
- Additional related education may substitute for required experience and additional related experience may substitute for preferred education levels.
- Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.
- Effective interpersonal and communication skills (verbal and written); ability to interface with personnel at all levels.
- Establish and maintain strong working relationships throughout the Association.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability and use of good judgement.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment with competing demands.
- Proactively leverage and share knowledge with colleagues.
- Proven ability to act with discretion and maintain complete confidentiality.
- Willingness and ability to work the hours necessary to complete assigned work.
- Strong work values, dependable, honest, self-confidence and a positive attitude.
- Ability to deal with ambiguity and reprioritize tasks in response to unexpected changes in priorities/requests.
Plan outline will be provided.
The White House Historical Association is a nonprofit educational association founded in 1961 for the purpose of enhancing the understanding, appreciation, and enjoyment of the Executive Mansion. This is not a political position or a position with the United States Government. All proceeds from the sale of the Association’s books and products are used to fund the acquisition of historic furnishings and artwork for the permanent White House collection, assist in the preservation of public rooms, and further its educational mission.
How to Apply
Applications will be accepted until the position is filled. Please send cover letter, resume, and references to email@example.com and include Administrative Coordinator in the subject line. The White House Historical Association is an equal opportunity employer.