Chautauqua Institution

  • FOUNDATION: Administrative Assistant (Gift Planning)

    Job Locations US-NY-Chautauqua
    Posted Date 2 weeks ago(4/11/2019 3:28 PM)
    # of Openings
    Chautauqua Foundation
  • Overview

    The Administrative Assistant (Office of Gift Planning) will provide a broad range of administrative support functions for Director of Gift Planning, Gift Planning Team and function as a receptionist for the Chautauqua Foundation.  The Administrative Assistant will serve as a vitally important ‘first point of contact’ between donors and Chautauqua Foundation.  This incumbent will report to the Director of Gift Planning as an integral member of the philanthropic support team and complement the work of all fundraisers. 


    • Function as a ‘first point of contact’ at the Chautauqua Foundation to provide professional, warm and vibrant customer service for colleagues (internal) and community (external). 
    • Respond to a high volume of inquiries in a courteous manner using Polycom Phone System, Microsoft Outlook/Office Suite and Share Point/One Drive. Ensure prompt, courteous responses and provide information within scope of knowledge and/or refer inquiry to appropriate point of contact.
    • Demonstrate working knowledge of fundraising software and relationship management solution (Blackbaud’s Raiser’s Edge). Scan materials and maintain donor files in a virtually paperless environment.
    • Prepare planned giving development reports for Board Meetings. Possess personal integrity and the ability to appropriately handle confidential and sensitive information.
    • Use advanced writing skills to efficiently and accurately draft professional electronic communications. Proofread and correct draft materials for grammar, punctuation and spelling for error-free work.  Independently prepare required mailings, including large planned giving solicitations to targeted donors.
    • Support preparation of contracts for the Charitable Gift Annuity agreements and work with third party investment managers/service providers on contracts, track timeliness of payments to donors, file required reports and oversee timely receipt of tax reporting forms for donors.
    • Prepare Pooled Life Income Fund (PLIF) agreements, exhibits and addenda, work with investment managers/service providers on all contracts and oversee timely receipt of tax reporting forms for donors.
    • Assist Director of Gift Planning in acknowledging donors who have passed away, notices of estate proceedings and trust administration, working with legal counsel and advisors as needed during administrative scheduling/calendar process and following process through conclusion and gift receipt.
    • Serve as a staff liaison to the volunteer Planned Giving Committee. Coordinate committee meeting schedules and logistics. Prepare volunteer packets, coordinate with research team and provide gift officers and volunteers with prospect profiles and update reports as needed.
    • Prepare materials for and attend planned giving events including annual Pooled Life Income Fund meeting, Daugherty Society Luncheon, Estate Planning Seminars and Planned Giving Open Houses.
    • Function as a travel coordinator for donor visits, including developing travel schedules, making travel arrangements, confirming accommodations, and submitting reimbursement requests.
    • Prepare correspondence, as requested.
    • Collaborate with the Director of Strategic Communications & Community Relations on the design of planned giving collateral materials, including brochures, mailings, website content, e-newsletters, and articles promoting fundraising initiatives/milestones for The Chautauquan Daily, Chautauqua Magazine, Pillars and other department specific materials.
    • Maintain current knowledge of fundraising and advancement services trends and best practices, seeking out opportunities for professional development that will enhance job performance, including building networks with colleagues at peer institutions.


    Formal Education Requirements

    • Associates Degree in Business or closely related field. Candidates with equivalent combination of education/work experience will also be considered.
    • Preferred familiarity with Blackbaud’s Raiser’s Edge or other fundraising software.


    Formal Experience Requirements

    • Minimum 3-years professional administrative experience in a non-profit fundraising environment.  Strong preference given to candidates with database management experience in Raiser’s Edge.

    Skills and Abilities

    • Excellent interpersonal and professional communication skills (written/verbal) to interact with internal management and staff at all levels, as well as patrons and donors.
    • Working knowledge of fundraising ‘best practices’/logistics and terminology to communicate effectively.
    • Exceptional attention to detail coupled with ability to make quick decisions, take initiative and prioritize multiple tasks in a fast paced, high demand environment. 
    • Active learning and listening skills to understand implication of new information for current/future problem solving and decision making as well asking questions as appropriate. 
    • Selective attention to concentrate on a task without being distracted.
    • Perceptual speed to quickly and accurately compare similarities/differences among sets of letters, numbers, objects, pictures or patterns.
    • Proficiency in various computer applications, including Microsoft Suite, SharePoint/One Drive and Fundraising/Client Management Software (e.g. Raiser’s Edge).

    Working Conditions and Environmental Hazards

    • Normal levels of office noise from conversation, computers and systems. Risk of eye strain due to heavy computer usage.  Employee should seek to change visual focus every twenty minutes to alleviate potential discomfort.

    Physical Requirements

    • Primarily sedentary work with approximately 95% of work performed sitting at a desk and using substantial/repetitive motion of fingers, wrists and hands (including grasping).    
    • Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
    • Stooping, kneeling, crouching, reaching, standing and walking when organizing office, filing paperwork and managing daily administrative tasks using resources at floor/desk/overhead levels.
    • Visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal and extensive reading.



    • Executive, Senior and Management Teams at Chautauqua Institution
    • Board of Trustees of Chautauqua Institution
    • Board of Directors of Chautauqua Foundation


    • Donors and Prospective Donors
    • Chautauqua and Western New York Communities
    • Guests and Visitors to Chautauqua Institution
    • Vendors and Suppliers

    Hours of Work

    • The work schedule requires an average commitment of 37.5-hours/week with flexibility to work evenings, weekends and holidays as required and willingness to flex up in scheduled work hours (based on business need) – particularly during summer seasonal operations.


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