Civic Garden Center of Greater Cincinnati

Position Description

Position:

Executive Assistant

Position Classification:

This is a full-time non-exempt position. The duties of this position normally take at least 40 hours per week to complete.

Reporting Structure:

The Executive Assistant reports directly to the Executive Director.

Primary Objectives:

Manages and directs administrative activities and development functions in

support of the Executive Director. Responsible for managing the donor database and processing all revenuereceived. Schedules and manages all facility rentals and maintenance issues. Preforms Human Resources functions processes payroll administers employee benefits and maintains personnel files.As primary assistant to the Executive Director the Executive Assistant works closely with the Executive Director and manages correspondence and activities of the Board of Trustees and Standing Committees.

Primary Responsibilities:

  • Maintains membership and donor records including renewals, addresses, phone

numbers, e-mail, etc.

  • Coordinates direct mail activities including renewal requests, member cards, ticket reservations and class or event registrations.
  • Processes thank you letters for charitable gifts, in-kind donations, and special gifts.
  • Operates and oversees staff operations of donor database system, including gift and membership processing, donor acknowledgments, data maintenance, and development reports; coordinates these activities with the Finance Manager as appropriate.
  • Develops reports and tracks progress of fundraising efforts.
  • Keepsaccurate records of monies received. Produces cash logs for each day and makes copies of checks for the Finance Manager. Processes and fulfills deposits and other bank transactions as requested.
  • Processes and manages payroll and employee benefits coordination. Maintains personnel files
  • Assists Director with schedule and helps coordinate Board of Directors and all

Standing Committee Meetings.

  • Receives, manages and directs calls and inquiries to Director.
  • Manages and maintains filing systems for grant and donation requests and all corporate records.
  • Supervises receiving and recording of reservations for special events, classes and public activities.
  • Coordinates ordering and stocking of office supplies and food supplies for staff, volunteers, Board of Directors and Finance Committee.
  • Maintainspetty cash box.
  • Manages building keys and checkout system.
  • Takes mail to Post Office and Federal Express as needed.
  • Provides support to the front desk volunteers when necessary.
  • Maintains and updates website, coordinates technology/computer systems and backup, coordinates maintenance with vendors.
  • Manages rental of facility to outside groups, individuals or member organizations.
  • Maintains TIPS certification and act as bartender, when needed.
  • Applies for permits from state liquor agency, as needed.
  • Other duties as assigned.

Personal Attributes, Skills and Abilities Required for the Position:

  • A four-year college degree or equivalent with senior administrative assistance experience preferred.
  • Knowledge of a variety of development functions and understanding of gift processing including, receipt, recording, reporting and acknowledging.
  • Ability to train and manage volunteers and other support staff in administrative or database projects.
  • Ability to work collaboratively with trustees, donors, volunteers, and staff.
  • Ability to prioritize and perform multiple tasks to meet deadlines as well as reduce stress in peak season or high volume activity days.
  • Experience in non-profit organization desirable.
  • Must possess strong organizational abilities, excellent attention to detail, and display confident speaking, writing, and interpersonal skills.
  • Good knowledge of computing including database operations, Microsoft excel and word processing.

Updated March 2018