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Executive Assistant to the CEO & President/Special Projects
Notre Dame High School, a Catholic, college preparatory school in the Holy Cross tradition, educates the hearts and minds of students who are diverse in talent, ethnicity, and society. As a faith community, Notre Dame strives to provide each student with a rich academic background, an appropriate sense of self, an opportunity for growth, a commitment to family, community, nation, and world, and a respect for the spiritual dignity of all persons. Notre Dame faculty and staff are expected to be men and women of integrity and able to espouse Catholic, Holy Cross, and Notre Dame mission values that will set a positive example for all students.
POSITION OVERVIEW: The position is a full-time, classified, exempt position accompanied by an annual salary and benefits (including healthcare insurance, retirement savings plan). The staff member will work directly with the CEO & President and Chief Administrative Officer (Chief of Staff) in the management of the Office of the CEO & President and special projects as assigned. Assignments tied to both roles include annual identification and solicitation of donors, event support, maintenance of corporate/executive files, letter writing, prospect research, project management and office appearance, scheduling, and other assignments as assigned. This person will assist the CEO and CAO, in the management of and assistance of committee and board projects as directed, assisting as assigned to the Chairperson of the Board of Directors, and assisting in communication with the Board. This person will assist in the development and management of relationships with Presidents Club members, foundations, and other key benefactors or constituents. The key to success will be working in a team-oriented manner. Confidentiality is mandatory for this role and serving as a notary will be required.
Assistant to the CEO& President /Special Projects Responsibilities (75%/25%)
Manage and complete projects as assigned by the CEO & President.
Generate financial reports and donor histories as requested.
Assist in letter writing and research of prospective donors
Arrange appointment scheduling and Maintain donor files and reports.
Provide the President with information regarding individuals in the community and their interest and involvement with Notre Dame High School.
Manage Credit Cards, POs, and Check requests for Office of the CEO & President offices expenses and in corporations with Philanthropy and Business Office revenues and expenses recognizing supporting/stakeholders.
Stewarding phone and guests for the Office of the CEO & President
Work with the CEO & President and CAO to plan and arrange the Presidents Appreciation Dinner and other special projects and events as assigned.
Maintain relationships with key donors, current and past Board members, and other key individuals.
Assist in preparing for Committee and Board of Directors meetings and take minutes as the Committee Recording Secretary.
Working as a team member in support of the CEO & President Executive Council.
Support the Board of Directors Chairperson with communications when assigned by the CEO & President..
Take minutes of other meetings as requested by the CEO and CEO & President.
Assist CEO & President with diffusing gossip, hearsay, and mis-information as requested by the CEO.
Proficiency in Raisers Edge software, account management and data entry in coordination with Data Management staff. Develop reports as necessary and assigned.
Other duties as necessary and assigned.
Reports to: CEO and President Directly
Secondary report to: CAO
Requirements
Significant executive support experience, including supporting C-level executives.
Able to maintain a high level of integrity and discretion in handling confidential information
A high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
Nonprofit board experience is highly preferred.
Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
Technical proficiency and problem-solving skills
Strong verbal and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Excellent judgment is essential.
Ability to switch gears at a moment’s notice.