Administrative Specialist

Job Title: Administrative Specialist
Salary Range: $46,000 - $52,000
Reports to: Vice President

MISSION: For more than 50 years, the Conservancy of Southwest Florida has been a leading environmental advocacy organization dedicated to protecting Southwest Florida's water, land, wildlife, and future.

PURPOSE OF JOB: The Administrative Specialist is responsible for supporting the Development Office focusing on support for the Vice President, Events, and Database functions. Responsibilities will include performing administrative tasks, including scheduling events, participant registration and tracking, digital and in-person event set-up, and accurate data entry into the Conservancy’s constituent and member records. Other business support responsibilities will include, processing invoicing and auction inventory cataloging.

RESPONSIBILITIES:
Administrative Support:
• Assists the Vice President in the day-to-day functions of the Conservancy, including budget assistance and administration; involvement in special projects that are identified; provides administrative support for the Vice President's Office.
• Primary administrative support for major, planned gifts, and special fundraising initiatives (campaigns).
• Provides documentation of campaign matters including Naming and Recognition recordkeeping, gift agreements and pledge documentation and monitoring of changes and archiving in Raisers Edge.
• Coordinates meeting and event schedules and calendars, when necessary, among the development staff, CEO, major members/donors, and Conservancy Staff.
• Provides all necessary administrative support to the Planned Giving Committee including sending meeting notices, RSVPs; coordinating site logistics, food and beverage; taking minutes and any other tasks as needed.
• Provides Development Committee support, including attendance at meetings, agendas, minutes, and record keeping.
• Processes invoices for the Development department including coding, approvals and submitting to the business office in a timely manner and maintains an accurate file of all contracts, following up on preparation and required signatures.
• Prepares meeting materials, notices, and mailings; attends meetings, transcribes and records minutes, financials, and reports.
• Supports the Vice President, the Director of the Nature Center, the Events Manager, and Database functions of the Development Team in ongoing projects.
Communication and Correspondence:
• Prioritizes the handling and escalation of appropriate correspondence for the Vice President's Office.
• Manages telephone calls and messages for the Vice President's Office, routing, informing, and escalation to the Vice President or staff as appropriate.
Event Planning and Management:
• Advise the Vice President and Events staff in planning and execution of internal and fundraising events.
• Supports planning and implementing cultivation events for donors and partners including working with outside caterers and vendors
• Plans and manages partner events at the Nature Center.
• Manages event calendar.
• Manages online and silent auctions through the auction’s full cycle, including brainstorming and drafting donation “ask” letters, managing the process with and through a database, coordinating with auction winners and taking all steps necessary for fulfillment and closing out the auction.
• Works at special events as directed including preparation, set-up, event execution, and tear-down.
• Uses customer relationship software to interact with donors and prospects and track/manage events.

EDUCATION AND EXPERIENCE
• Associate's degree (A.A.) or equivalent experience.
• 2+ years of office support experience with strong typing skills.
• Excellent professional phone manner.
• Strong verbal and written communication.
• Proficient in grammar and proofreading.
• Advanced in Microsoft Office, internet use, Altru database is a plus.
• Highly skilled in MS Office Suite (Word, Excel, Outlook); familiar with PowerPoint.
• Detail-oriented, organized, and adept at multitasking.
• Effective at managing staff and volunteers for events.
• Able to work independently and in a team.
• Skilled in task prioritization.
• Flexible with nontraditional office hours.
• Interest in Conservancy of Southwest Florida's mission is a plus.
• Nonprofit experience preferred.
• Maintains composure under pressure. The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties - additional responsibilities may be assigned by management.

CERTIFICATES, LICENSES, AND REGISTRATIONS
• Valid driver's license and good driving record.

SKILLS AND ABILITIES
• Read and understand business publications.
• Write reports, business correspondence, and manuals.
• Communicate effectively with various groups.
• Perform basic math operations (add, subtract, multiply, divide).
• Calculate rates, ratios, and percentages, and interpret bar graphs.
• Solve practical problems in diverse, non-standardized situations.
• Interpret written, oral, and diagrammatic instructions.

PHYSICAL DEMANDS AND WORK ENVIRONMENT
This job description recognizes that reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the role. The job entails:
• Regularly required to sit, stand and walk.
• Lift/move objects weighing up to 25 pounds.
• May spend time in the field, and experience exposure to Florida outdoor weather conditions., Use of hands for various tasks.
• Visual abilities include close and color vision, along with peripheral and depth perception.
• Noise level in the work environment is typically moderate.

BENEFITS: Benefits include Healthcare insurance, including medical, dental, and vision. Life insurance, 401k program, telemedicine, and short and long-term disability. Paid time off includes 12 days of vacation, 4 days of personal leave, 8.5 days of holiday, and up to 12 days of sick leave per year. The office is on our beautiful campus next to the Gordon River Greenway. Employees receive complimentary kayak usage and eco-cruise tickets, discounts in our Welcome Center store, and staff membership, including reciprocal benefits with other Nature Centers.

Date Posted: 2/9/2024

Apply Online: Work Here | Conservancy of Southwest Florida