Coordinator, Office of the Chief Philanthropy Officer

Posted Date: March 18, 2019
Location: San Francisco, California
POSITION SUMMARY:
Reporting to the Chief Philanthropy Officer (CPO), this position is responsible for the day-to-day management of the Office of the CPO. The Coordinator manages the flow and exchange of information, streamlines interactions and acts as general administrative and organizational support for the CPO. This position demands a high level of confidentiality and attention to detail.  Assist Planned Giving team with general administrative support as well as act as administrative and organizational liaison for All Philanthropy Staff meetings, New Philanthropy Staff Orientation and the National Board of Directors Philanthropy Committee.
 
ESSENTIAL FUNCTIONS:

Schedule/Travel Management  25%
  • Maintains complex master calendar of activities and events for the CPO. Arranges meetings, appointments, travel arrangements, logistics coordination and itinerary preparation.
  • Ensures that the CPO is prepared and in possession of materials and information required for meetings, conferences and other scheduled events
  • Responsible for coordinating logistics for training events and conferences. Includes: making conference room arrangements; reserving blocks of rooms for participants; coordination of meeting information with all involved; coordinating the travel needs of participants; collection, preparation and distribution of appropriate materials; initiation of subsequent follow up meetings; and communication to and key stakeholders
Project Management Coordination  15%
  • Ensure and monitor performance, as well as schedule and budget compliance, with TPL-wide strategic initiatives for which the CPO is responsible.
  • As needed, assists the CPO with time management, assisting with the establishment of priorities and facilitating the accomplishment of key tasks.
Portfolio Management  10%
  • Manages and tracks the CPO’s portfolio and prospect list.
  • Tracks pledge payments and gifts, and maintains gift records and future opportunities in the Clearview database.
  • Coordinates the CPO’s prospect and donor meetings, working with board members as necessary.
Communications   25%
  • Word processing and data entry, as needed.  Including: drafting, writing and editing memos and communications; and database data entry.
  • Researches projects and prospects; drafts and edits letters, papers, memoranda, briefings, proposals, contracts, etc.
  • Reviews, answers and routes, as appropriate, all incoming mail in the CPO’s absence (voice, paper and electronic).
 General Administration  25%
  • Creates and maintains files and other organizational systems
  • Monitors administrative functions (time sheets, expense reports, and mailings)
  • Acts as information resource to staff within and outside the organization. Performs research and fact gathering and miscellaneous duties as assigned.
  • Prioritizes and plans work, consistently meets deadlines and develops realistic action plans that support business goals and objectives.
  • Takes initiative to identify problems and issues and seek solutions proactively.
  • Generates reports on revenue fundraised using Clearview database and Excel.
 QUALIFICATIONS:
  • Minimum 2-4 years’ experience supporting senior management or at an executive level.
  • High school diploma and Associates Degree (AA or AS, 2-year college degree) required; 4-year degree preferred.
  • Excellent organizational abilities; able to prioritize multiple tasks; strong attention to detail.
  • High degree of initiative, political astuteness, discretion and good judgment, as much of the communication is with senior management in other fields and environmental firms. Ability to be professional in verbal and written communications with multiple constituencies.
  • Experience coordinating work across a distributed organization - with other employees, departments and external organizations.
  • Knowledge of latest PC software programs for word processing, calendaring and data entry. Word, PowerPoint and Excel required. 
  • Type 50 wpm minimum.  Transcription experience preferred.
  • Demonstrated analytical and critical thinking skills.  Able to handle confidential matters with the highest degree of discretion and tact.
  • Exhibits personal and professional integrity at all times, consistent with the organization’s vision, mission and values.
  • Demonstrated interest in environmentalism and/or conservation.
  • Ability to work flexible hours, on several occasions a year, occasional weekend work and travel is required