The Administrative Assistant is responsible for providing assistance to the Director, Development, in his role of leading the division, Development programs and donor relations. The Administrative Assistant is also responsible for a variety of department-wide activities and duties, such as staff meeting minutes, budget support, and general office administration. This position also provides support with Gift Annuity proposals and agreements, as well as administration of Charitable Remainder Unitrusts and life insurance policies for which TGI is owner and beneficiary, and for the Gideons Donor-Advised Fund program. This person is responsible for responding to general Development inquiries, and support of the TorchBearers legacy society.
Essential Job Functions
Assist Director, Development
Assist Director with scheduling on his Outlook calendar
Assist Director in developing the department’s annual budget plan, managing the budget and participating in monthly meetings with Finance to review the budget / spending for the department
Process Director’s expenses in Concur
Approve timesheets and time off requests for the department on behalf of the Director
Tabulate Gift Officer activity scoring prior to their monthly meetings with the Director
Create charts and graphs as necessary for meetings and reports
Assist Director in supporting Executive Director’s management of his Major Donor portfolio
Assist with devotion week prep work (i.e. prayer cards)
Take minutes in all Development staff meetings and send out action items via e-mail
Other duties as required
Charitable Gift Annuities
Generate CGA Proposals in Planned Giving Manager (PG Calc software) and send to prospective donors.
Generate CGA Agreements in Planned Giving Manager when funds are received. Send paperwork to donor via mail for signature.
All additional steps in setting up new CGAs as well as ongoing maintenance of existing CGAs (address change, banking changes, deceased annuitants)
Send monthly checks or EFT notification letters to annuitants
Process annual renewals of state certifications to issue Gift Annuities
Maintain a spreadsheet of CGA Activity
Assist in the preparation and mailing of 1099s to annuitants in January
Mid-year contact with reinsured annuitants who do not get monthly / quarterly contact
Charitable Remainder Unitrust
Assist Planned Giving Gift Officer(s) and Finance Division in setting up new CRUTs
Send monthly checks or EFT notification letters / e-mails to donors
Life Insurance Policies
Correspondence pertaining to premium payments, including request of payment from donor, request of check from Finance, and thank letter and receipt to the donor
Request annual information from Life Insurance companies for use by Accounting and the annual audit
Generate documents for setting up DAF account
Create record in donor database and track grants
Facilitate with Finance Division and account custodian establishment of new accounts, DAF deposits, distribution requests, and any account changes.
Mail quarterly account statements and cover letters to DAF donors
Actively learns, demonstrates and fosters the organizations’ culture in all actions and words. Takes personal initiative and is a positive example for others to emulate.
Displays ability to understand the fundamental business drivers and communicate the state of business and provide strategic recommendations to management.
Positive and Constructive Attitude
Self-Management and Emotional Intelligence
Dealing with Ambiguity
Ability to challenge the status quo
Active Knowledge Sharing & Continuous Learning
2-year Associate degree or equivalent experience
2-5 years of secretarial/administrative experience
Experience working with Charitable Gift Annuities preferred
PC experience, especially in Microsoft Office applications and CRM
Successful completion of a background screen