POSITION SUMMARY:
PAFE endeavors are conducted in a collaborative environment; the Administrative Assistant / Event Coordinator will work closely with PAFE Executive Director, Programs Director, Board Members and community volunteers to sustain the high-quality reputation and donor response that has become the hallmark of the Panhandle Alliance for Education. Reporting to the Executive Director, this hire will be asked to perform a range of duties including administrative support, data entry and donation stewardship, committee meeting minutes, reports, bank deposits and special projects / events as needed.
This is a part-time (20 hours per week) hourly position. Occasional early morning, evening and weekend work may be needed to support special meetings and events. Pay will depend on experience.
PRIMARY RESPONSIBILITIES:
General Administrative Support:
- Assist Executive Director as necessary with office administration and daily operations.
- Manage bank deposits and create invoices as needed for the accounting office.
- Produce, manage and retain donation reports.
- Engage as needed within committees, take minutes at meetings, and complete action items as needed.
- Update basic information on the website and social media sites.
- Develop draft communications, presentations, and other materials as needed.
Data Entry and Gift Stewardship:
- Coordinate activities that support donor relationships including database management, meetings, events, grant exhibitions, and school tours.
- Enter data of all philanthropic donations to PAFE.
- Correspond with supporters through thank-you cards and year-end tax letters. o Manage database, and generate reports for mailings and event communications.
- Run and develop basic donor reports as needed.
Special Events:
- Manage the administrative details of events including a Summer Gala, Teacher Grant Awards Ceremony and Holiday Appreciation Party.
- Provide support for event committees including meeting minutes and timelines, catering, logistical arrangements and the organization of volunteers.
- Manage the invitation process and track reservations.
- Coordinate on-site logistics for event set-up and execution.
- Work with contracted professionals for various services in order to optimize PAFE fundraising efforts.
PREFERRED QUALIFICATIONS:
- Team player with outgoing and professional personality – able to work collaboratively and independently to ensure job requirements are met.
- Excellent organizational skills and attention to detail.
- Excellent interpersonal skills with emphasis on customer relations.
- Excellent verbal and written communication skills.
- Confidence and competence in learning and using existing and new technologies, including donor database, Google Suite and MS Office (including Word, PowerPoint and Excel).
