Executive Assistant, Philanthropy and Engagement (Year-Round)

We are devoted to our mission, but also to each other. Here, we create unbreakable bonds as we lift each other up with support, encouragement, guidance, and affirmation - because ultimately, we know that the relationships we build are what lead us all to success. What will you find between two lakes? See what’s waiting for you at Interlochen.

Position Summary: The Executive Assistant, Philanthropy and Engagement will provide support to the Philanthropy team, with a focus on the Vice President of Philanthropy and Engagement and Associate and Assistant Vice Presidents, while also supporting the office as a whole.

Provides high-level support for the Vice President, Philanthropy and Engagement (VP), as well as Associate and Assistant Vice Presidents (AVPs), including:

• Managing correspondence and communication with managed prospects, donors and with others (including members of the Board of Trustees and leadership volunteers), which may include drafting and editing letters and implementing high-level stewardship touches

• Managing travel arrangements and related processes, including mapping/report building for travel planning; drafting itineraries; making reservations; pulling data, creating presentations and otherwise preparing materials for meetings with donors; managing and submitting all necessary post-travel expense reports; tracking action items and follow up from meetings

• Managing donor visits on campus, including drafting itineraries; making reservations; pulling data, creating slide decks and otherwise preparing materials for meetings; tracking action items and follow up from meetings

• Providing calendar support, including scheduling of internal meetings and external meetings as appropriate

• Database entry, including drafting Contact Reports, and uploading documents and maintaining records

• Oversee/assist with operational processes such as donor communications, including pledge reminders, thank-you letters, birthday cards, etc. 

• Assist with customized stewardship plans for managed prospects and assisting with donor relationship management when and as requested

• Assist with processes related to weekly staff meeting, including helping update agenda and taking minutes 

Provides support for Vice President’s work with the President’s Office and Board of Trustees

• Manages processes related to the President’s interactions with donors, including planning related to guests at performances, donor related travel, and tracking donor phone calls

• Assist with planning and preparing for meetings for three committees of the Board of Trustees 

Managing donation and data processes in CRM (Salesforce) including:

• Assisting the Vice President and AVPs with maintaining clean records for managed prospects, including major gifts, and contact reports and other communications items

• Creating and managing Salesforce reports, dashboards, and data analysis tools to enhance tracking and reporting capabilities

• Entering pledges and maintaining donation records, requesting new funds and creating pledge payment schedules as needed

• Circulating endowment agreements for internal signatures and ensuring they’re stored and shared appropriately

• Preparing gifts for processing by the Business Office and ensuring gifts are processed in a timely manner, setting up funds and pledge payment schedules

Provides support for the Philanthropy Office 

• Responsible for coverage of, and serving as a backup for, the Philanthropy Office front desk, including welcoming visitors, answering the main phone line, managing the Philanthropy email address, and alerting other staff members for action as needed

• Oversees general support of Philanthropy office, such as maintaining inventories and supplies, organizing team outings and supporting the general “teamness” of our team, etc.

• Assist with other Philanthropy Office administrative tasks as needed, such as submitting purchase orders, work orders, supply orders, etc.

• May eventually serve as back-up for gift receipts 

• Managing weekly staff meeting preparation process, including arranging for guest speakers at staff meetings throughout the Academy year, and takes minutes at weekly staff meeting

• Provides support for planning and preparing for biannual team retreats

General Responsibilities

• Seeks the best use of materials, equipment, and staff to maximize efficiency and effectiveness

• Complies with ICA policies/procedures and acts as a good steward of ICA finances

• Respects the culture, diversity and rights of all students, their families and the community

• Prioritizes duties in a manner consistent with organizational objectives and growth

• Provides operational, technological, and special projects/initiatives support for the Philanthropy Office, as well as mailings and other duties as assigned

• Performs other duties as assigned

Maintains level of operational and technological expertise:

• Keeping abreast of technology concerns, including the need for new or additional equipment, applications or infrastructure services

• Serving as a superuser and department resource for the following programs: Salesforce (and associated apps), Cirrus Insight, Concur, TripIt, and the Google and Microsoft Office suites

• Serving as a superuser and department resource for the Google platform including email, calendar, Google Drive and applications such as Google Docs, Sheets, Slides, and Forms

Work Environment:

Work is performed primarily in a standard office environment with extensive internal and external stakeholder contact

Required Skills and Experience:

Education: Bachelor’s degree (or equivalent experience) required

Experience:

• Experience working with nonprofits preferred, particularly in the area of fundraising

• Experience in an office setting required

• Substantive experience in fundraising databases (Salesforce preferred) and Google Suite

• Creative problem solving, organizational skills and high attention to detail and deadlines with excellent follow through

• Quick learner with the ability to both follow directions and take initiative 

• Strong written, oral, and technological communication skills

• Adaptable personality that can work with a variety of constituents: staff, donors, alumni, parents, volunteers

• Able to prioritize multiple tasks amidst the competing needs of the operation 

• Familiarity with fundraising for nonprofit, education, and/or arts organizations is preferred

• The ability to build key relationships with colleagues

• Some flexibility in work hours to accommodate occasional events, campaign activities, etc.

Equipment Familiarity:

• Using equipment such as a printer/copier/scanner, shredder, and other office equipment.

• Strong technological aptitude required; this position utilizes many different programs and applications, including Google platform, Salesforce (including related applications such as Apsona and Classy), Trello, and Concur

Certifications, Licenses or Special Training: 

• Must meet and maintain background screening requirements as detailed in policy 12.HR.01 Pre-Employment and Employee Background Checks 

• Valid driver’s license and driving record that meets the eligibility requirements of ICA’s insurance carrier (for all positions requiring driving) 

Knowledge, Skills, and Abilities: 

• Must operate under a high level of confidentiality with regard to sensitive donor information and be willing to sign a confidentiality agreement

• Ability to follow and execute specific verbal and written instructions

• Ability to create, proofread and edit written communication using appropriate grammar, spelling and punctuation 

• Ability to be flexible and calm during very busy times in a fast-paced office environment

• Ability to promote and maintain positive interaction with all internal and external stakeholders

• Demonstrate respect for cultural, ethnic, spiritual, and linguistic diversity and values including differences in personal goals, lifestyle choices and varying family backgrounds and histories

For a complete job description and to apply, go to https://www.interlochen.org/careers or the direct link https://interlochen.submit4jobs.com/index.cfm?fuseaction=85509.viewjobdetail&CID=85509&JID=366313&BUID=3298#/jobDescription/366313/

Application Materials:

• Cover Letter

• Resume

Benefits:

• Health, dental, and vision insurance

• Vacation, Sick, Holiday and generous winter holiday time off

• Life insurance 

• Voluntary life insurance 

• Short and long-term disability

• Employee development & tuition reimbursement programs

• Defined contribution 401(a) plan, managed by TIAA

• Free or discounted employee tickets to Interlochen performances and events *some exceptions apply 

• Early event ticket purchase before general public sales begin

• Free Stone Cafeteria meal on shift

• Dennison Recreation Center accessibility (includes spouses)

• Priority access to Interlochen employees at Pitter Patter Day Care Center (less than one mile from campus)

• Employee Referral Program (cash payments)

• Tuition discounts for employee’s children at Academy, Camp and Interlochen Online

• Parental leave (12 weeks paid for Pregnancy/Maternity/Childbirth leave, 6 weeks paid for Parental leave).