Executive Assistant & Advancement Operations Coordinator

OVERVIEW

The Executive Assistant and Advancement Operations Coordinator provides executive, administrative, and operational support to the Vice President (VP )of Advancement and serves as a central coordination resource for the Advancement division. The coordinator manages the VPs calendar/scheduling, meeting preparation, correspondence, and follow up. The incumbent supports division-wide administrative processes while providing operational assistance to support Advancement leadership, Board, campaign, donor, and volunteer activies. The coordinator supports the division’s operating budget, contracts, purchasing, travel, records, and other operational needs. The incumbent supports administration of secured grants by developing grant management plans, coordinating with Museum project teams monitoring requirements and contractual obligations, and assisting with financial tracking and documentation.

The Children’s Museum is building and sustaining an inclusive culture that encourages, supports, and celebrates differences. We believe that collaboration and open dialogue among people with diverse backgrounds, experiences, and perspectives best support our vision and mission.

REPORTS TO: Vice President, Advancement

ESSENTIAL RESPONSIBILITIES

1. Expedites daily communication and information flow from/to the VPs office including mail, maintaining electronic files, office supplies, preparing correspondence or reports and mailings, and processing reimbursements and expense reports. Provides administrative support to the VP and division team members as assigned, staffing events, and other tasks, as needed.
2. Manages the VP’s calendar by coordinating internal and external meeting set-up, including volunteer committee meetings. Develops agendas, arranges food service, schedules appointments, sends invitations, arrange meeting follow-ups, and other related Advancement communications. Prepares routine drafts of correspondence including letters, thank-you notes and assorted mailings.
3. Assists in producing gift agreements, partnership contracts, consulting contracts, and supports the expedited legal review of these documents as well as grant contracts.
4. Ensures CRM records for grants and gifts secured by the VP of Advancement are updated with stewardship and reporting plans upon contract signing.
5. Oversees administration of grants awarded to the Museum. Creates grant management plans for new grants, coordinating with internal colleagues to ensure the accuracy of plans and equips them to begin implementing it.
6. Provides VP and division directors with assistance tracking operational budgets. Assists with operating budget preparation. Runs operational financial reports on a monthly basis, flagging areas of underspend or overspend for review. Together with the Database and Gift Processing Specialist, reconciles revenue sections of monthly financials between the CRM and the finance system.
7. Works in concert with the grant project teams to track progress against grant budgets, including holding regular budget monitoring meetings. Supports project staff in properly coding grant expenses in line with grant agreements. Coordinates with Finance colleagues to accurately reflect grant expenses in all internal systems, as needed. Assists Human Resources staff with setting up staff time allocations for grants, including recalculating staff time percentages based on staffing or budget changes and gathering staff time certification records for audit compliance.
8. Conducts research as well as gathers and maintains data sets and information needed for grant reports and proposals (e.g. internal program data, attendance and demographic data, U.S. Census data, etc.), as needed. Supports the Foundation and Grants Relations Officer in developing letters of intent and proposals to prospective donors. Gathers information needed for supporting documents, such as budget narratives and staff biographies.
9. Serves as a central administrative resource for the Advancement division, coordinating day-to-day operations, information flow, deadlines, purchasing, invoices, travel, shared resources, and other administrative needs. Supports new team member onboarding, division meetings, retreats, staff activities, and professional-development logistics.

REQUIREMENTS

1. Two (2) years of administrative support or office management experience. Demonstrated strength in clerical and organizational skills, preferably with previous experience in fundraising, bookkeeping, accounting, clerical or data entry.
2. Highly proficient in Microsoft Excel (including use of functions.) Proficient in record keeping, database ad ministration, Microsoft Office Suite, and Teams. CRM experience, preferred.
3. Must be highly organized, with the ability to maintain digital and hardcopy filing systems.
4. Be a self-motivated professional with the ability to multitask and prioritize, working proactively and independently when possible while knowing when to seek support or information.
5. Must possess a sound knowledge of business terminology, process and etiquette.
6. Must have solid reading and writing skills.
7. Must have excellent interpersonal and communications skills, with the ability to effectively coordinate with teams across multiple Museum divisions .
8. Previous experience running budget reports using financial management software is preferred.
9. Experience reading and interpreting gift agreements, contracts or Memoranda of Understanding (MOUs) is preferred.

ADA REQUIREMENTS

1. Must be able to use a computer/view computer screens, documents, reports, and research.
2. Must be able to communicate in planning and implementation situations via telephone, virtually, in-person and in large groups; must have ability to express presentations of ideas.
3. Heavy keyboard, calculator and standard office equipment usage required.
4. May be asked to lift or carry up to 25 pounds. Must be able to navigate and traverse facility and campus daily