External Relations Administrative Assistant

JOB OVERVIEW:

Provide support for the External Relations department by overseeing calendar management and expense reporting for the Chief External Relations Officer, organization of department meetings, and liaising with other internal departments. The External Relations Administrative Assistant will report to the Chief External Relations Officer. This is a great opportunity for a driven, disciplined individual with an interest in the nonprofit world and fighting hunger in New York City.

WHAT A TYPICAL DAY MIGHT LOOK LIKE:

Provide administrative support for Chief External Relations Officer, including but not limited to calendar management
Provide the department and the CERO with finance support. Including but not limited to preparing expense reports, budget coordination for the External Relations Management team, and invoice submission and approval.
Schedule, create agendas, and support room and tech set up for monthly External Relations Team Meetings, monthly Development Team Meetings, and bi-weekly Directors Meetings.
Support the onboarding process by coordinating trainings/intros and maintaining up-to-date onboarding materials.
Collect, review, and share cross-departmental activity for weekly organization-wide updates.
Liaise with HR, IT, and Finance, including escalating ongoing issues as necessary
CERO staffing at events; follow up with donor correspondence and record keeping in Raiser’s Edge.
Help coordinate various office functions, such as External Relations staff events or all-staff events
Create hand-written thank you notes for donors and conduct thank you calls
Support Raisers’ Edge action inputs and creation of lists for mass upload (i.e. holiday cards)
Print and stuff mailings, such as newsletters, seasonal updates and evergreen solicitations
Track and manage all returned mail
Provide ad hoc support for corporate volunteering campaigns
Support donor communications, prospect research projects, and work with external partners
Conducts follow up calls and other outreach for City Harvest’s special events
Provide support for the execution of ticket sales strategy for City Harvest’s special events
Manage RSVPs for cultivation and stewardship events

WHAT YOUR BACKGOUND SHOULD LOOK LIKE:

Related experience in successfully supporting a department or an organization
Ability to think creatively, problem-solve and manage multiple, projects with competing deadlines and priorities
Strong time management and effective communication skills (written and oral)
Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Excellent interpersonal skills and relationship builder eager to work collaboratively with stakeholders across our organization
Knowledge of Raiser’s Edge is a plus!
Knowledge of and familiarity with Development and Marketing within the non-profit sector is a plus!