The Wilderness Society (TWS) is a national non-profit organization whose mission is to protect wilderness and inspire Americans to care for our wild places. We believe public lands belong to and should benefit all of us. We strive to ensure our organization and work embodies the cultures and perspectives of people and communities across our nation, and connects and inspires people to care about the outdoors.
Reporting to the VP, Philanthropy, the Philanthropy Team Assistant provides administrative support to the VP, Philanthropy, Eastern Regional Philanthropy Officer, and key members of the Senior Philanthropy team based in DC. This position plays a critical role by assisting the VP, Philanthropy in maximizing the use of his/her time as well as providing strategic support for the DC-based Senior Philanthropy team members.
This position plays an important role in supporting an inclusive organizational culture that is grounded in trust and accountability to shared goals and outcomes. TWS has made diversity, equity, and inclusion strategic priorities for the organization and the Philanthropy Team Assistant will integrate these priorities throughout our Philanthropy work. Across our team, we aspire to be campaign oriented, nimble, collaborative, innovative, transparent, and supportive of staff – our greatest asset.
Essential Duties and Responsibilities:
- Perform general administrative functions to ensure efficient operation of the department, including communication distribution, calendar maintenance, supply inventory, and other administrative tasks. Provide daily support services for VP including some IT support, copying, correspondence, overnight delivery, etc.
� In VP’s absence, answer and direct VP’s telephone calls; handle inquiries and direct calls to voicemail or appropriate staff. Meet with VP weekly to discuss projects and priorities.
- Manage VP Philanthropy and Eastern Regional Philanthropy Officer’s travel and other expenses: make travel and hotel reservations, produce itineraries, prepare and submit expense reports and check requests.
� Provide assistance to the VP, Philanthropy and Eastern Regional Philanthropy Officer in the planning, preparation, scheduling, and follow-up of donor visits, solicitations, and special events, including direct contact with existing and prospective major donors.
- Establish schedules, timelines, and budgets for visits and events; coordinate with program staff and Eastern Philanthropy Officer; assemble printed materials; plan and oversee logistics; track expenses.
� Assist VP Philanthropy and Eastern Regional Philanthropy Officer on special projects, research requests, and various development/fundraising activities involving Governing Council, President’s Circle, donors, consultants, and field staff.
� Provide support, in coordination with the Stewardship department, in the production and dissemination of personalized reports and correspondence for donors and prospects, including: funding proposals and update reports on specific donor funded projects or programs, and personal letters.
� As needed, edit, proofread, or draft funding requests as needed for VP Philanthropy and Eastern Philanthropy Officer.
� Update development gift reports; enter data, such as contact reports and other donor correspondence into Team Approach; and ensure that the campaign and major donor paper files are up to date for VP Philanthropy and Eastern Philanthropy Officer.
� Oversee grant agreement administration (saving docs, recording deadlines in the database, managing Grant Agreement Memos for use with Foundations and Finance, and entering interactions into database).
� As time allows, assist philanthropy team members in maintaining database of record, including entering interactions and maintaining and updating donor records.
� Provide support to the planned giving, and foundations teams as needed.
� Assist VP, Philanthropy and Sr. Philanthropy team members in the recruitment, training, and orientation of new staff and temporary employees.
- Minimum of 2-3 years of experience providing administrative support in a philanthropy department environment. Working knowledge nonprofits is a plus.
- Demonstrated success providing administrative support to multiple people.
- Excellent writing and editorial skills. Ability to compose and edit a variety of correspondence. Excellent attention to detail and quality control on all documents produced.
- Track record working successfully in teams representing a rich mix of talent, backgrounds, and perspectives—across race and gender.
- Strong customer service mindset. This position requires rapid response and follow-through in a fast-paced, ever-changing environment while maintaining a positive, solution-orientated attitude.
- Outstanding attention to detail is of utmost importance in all aspects and tasks of this position.
- Strong initiative, motivation, and follow through required. Must be able to anticipate the needs of those this position supports and react accordingly in a timely manner.
- Excellent problem solving skills required. The successful candidate enjoys seeking out sources of problems, considering creative alternatives, engaging in resolving issues, and is willing to implement his/her own solutions within the bounds of authority.
- Excellent interpersonal skills required. Ability to communicate and work effectively with internal and external constituents at all levels of authority. Ability to tailor messages and communication style to the audience.
- Integrity, diplomacy, and tact. The ability to manage information that is highly confidential in nature and sound judgment to know how and when to share this information appropriately.
- Excellent time management and organizational skills. Ability to manage multiple demands and deadlines from multiple sources. Ability to multi-task, prioritize, and handle a large volume of work.
- Proficiency in MS Office Suite including Word, Excel, PowerPoint, and Outlook.
- Experience with donor database systems, Team Approach preferred.
- Highly resourceful team player with an ability to work independently.
- Reliable and dependable.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision.
Work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is not exposed to adverse weather conditions.
The noise level in the work environment is usually moderate