Since 1973 The Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.
The Donor Relations Assistant provides a wide range of complex and confidential executive support to the Vice President of Donor Relations (VP DR) and some general administrative support for the Donor Relations department. The position facilitates excellent stewardship of the VP DR’s portfolio of donors and helps further the Foundation’s commitment to provide excellent service to donors, professional advisors, the board, volunteers and other constituents.
Essential Duties and Responsibilities:
A. Executive Support for the VP of Donor Relations
· Act as a primary point of communication with internal and external stakeholders seeking contact with the VP DR. Proactively manage correspondence from the VP DR’s office. Compose and prepare correspondence that is sometimes confidential related to donors and staff. Disseminate information to others on behalf of the VP DR.
· Manage an extremely active calendar of appointments and coordinate with other staff members to ensure timely completion of action items identified at meetings or otherwise specified by the VP DR.
· Review and prioritize incoming meeting requests and mail for VP DR.
· Arrange complex and detailed travel plans, itineraries, and agendas for the VP DR.
· Complete travel and expense reports, invoices, check requests and contracts for VP DR.
· Compile documents and materials for meetings collaborating with other departments as appropriate.
· Facilitate communication with other departments; demonstrating leadership to maintain credibility, trust and support with executive leadership staff.
· Create PowerPoints and assist with compiling background information and talking points for VP DR presentations.
B. Donor Stewardship Support for Funds Managed by VP
· Draft communications for donors in the VP’s portfolio, including correspondence related to meetings and scheduling. Coordinate personal correspondence for the DR VP with donors.
· Assist with preparing donor communications and updates related to the VP DR’s funds for bi-annual funding cycles.
· Prepare materials for donor meetings attended by the VP DR.
· Maintain records of VP DR’s donor stewardship and community engagement activities in the database.
· Support data entry and maintenance of records related to the VP DR’s funds as needed.
C. Administrative Support for the Donor Relations Department
· Handle logistics for department meetings and retreats to include scheduling, room set up and clean up, catering, signage, and technology needs. Distribute agendas and meeting materials, record minutes as needed and ensure timely distribution and retention of meeting records.
· Schedule DR management team, donor relations officer, DR department, and other meetings as requested.
· Support the planning and execution of occasional donor events including support with registration, logistics, and materials.
· Assist with recruitment activities and onboarding of new hires.
· Coordinate and monitor the department’s budget throughout the year; manage the annual budget process for the department.
· Assist department staff in the creation and production of board and committee materials as needed.
· Assist with the creation and production of customized reports for donor and board meetings using iPhi database, OCF intranet site, Excel, Word, and PowerPoint.
· Works with Regional Coordinators as needed to advance Donor Relations’ statewide goals.
· Solicit information for and provide regular department updates for the OCF Weekly Highlights email.
Required Cultural Values:
In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.
Required Education, Knowledge, Experience and Skills:
· Five years’ progressively responsible executive administrative support. Experience working in nonprofit development or donor relations and experience working with donors desired.
· Bachelor’s degree or equivalent combination of experience and education in lieu of degree.
· Excellent working knowledge of MS Windows, Outlook, Excel, Word, Powerpoint, Publisher, email marketing software, and Internet research.
· Three years’ experience working with an integrated constituent management database.
· Outstanding written and verbal communication skills, plus strong editing and proofreading skills.
· Ability to gather and analyze information and produce concise reports.
· Excellent customer service skills and donor stewardship orientations – provide service to both donors and colleagues that is prompt, courteous and competent to convey trust and confidence.
· Ability to maintain strict confidentiality and high degree of professional discretion dealing with sensitive or confidential information relating to donors and staff.
· Possess cultural agility skills necessary to work effectively with diverse people, teams and communities.
· Exceptional organizational skills – detail oriented, accuracy, able to prioritize and manage several tasks at a time, able to meet multiple deadlines and able to quickly shift priorities and adapt to change.
· Excellent collaboration skills – able to work effectively, respectfully and cooperatively with other team members and staff from other departments.
· Ability to prioritize conflicting needs, handle matters expeditiously and proactively and to follow through on projects to successful completion, often with deadline pressures.
· Excellent knowledge of administrative and budgeting procedures.
· Ability to take initiative, be proactive and use appropriate level of judgement to deal with non-routine matters.
· Knowledge of meeting-related technology and equipment.
Compensation and Benefits:
The starting salary range begins at $22.31 per hour; starting rate is dependent on candidates’ applicable experience and knowledge. OCF offers an excellent benefit package with generous paid time off, choice of medical and dental plans, vision, outstanding 401k retirement plan, commuter and healthcare savings accounts, employer paid disability and life. Our employees have access to an Employee Assistance Plan, paid volunteer leave, and professional development opportunities.
The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.
We are accepting resumes through June 9, 2019. To apply, provide a cover letter addressing: 1) How you meet the requirements of this position. 2) What qualities you have that you believe will be applicable and valuable to this position. https://www.oregoncf.org/explore-ocf/careers
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