Job Title: Board and Executive Administrative Assistant

The Foundation of the Pennsylvania Medical Society, a nonprofit charitable organization with programs supporting education, wellness, and excellence in the field of medicine, seeks a Board and Executive Administrative Assistant for Philanthropy, Governance and Finance.

Position Summary:
The Board and Executive Administrative Assistant works closely with the Philanthropy office staff. The incumbent will be responsible for the data entry and updating of all donors, donations, and related information, as well as providing data in report form to the Philanthropy Department staff, will standardize and coordinate the entry of data and mining of information, as well as maintain database integrity primarily in the fundraising database, which requires a good working knowledge of Excel and Microsoft Office. This position will work closely with the Finance Department and be responsible for the processing of accounts receivable and accounts payable for the Foundation and our bookkeeping clients. The incumbent will provide administrative support for governance operations and support the Board and Executive Director of the Foundation of the Pennsylvania Medical Society.

Essential Duties:
1. Data Gathering and Entry Support:
• Enter constituent data for all individuals and organizations, including address updates, constituent demographics, and relationship links.
• Maintain database constituent codes.
• Enter returned mail address corrections or other such change of address notification.
• Extract information and export data to other software applications.
• Maintain donor records and new gift entry.
• Produce reports and assist with general analysis of data as it relates to fundraising and donor recognition.
• Assist with confidential research for update of businesses information, including contact persons for "Primary Contact" for businesses.
• Assist with conducting research on individuals, corporations, and foundations for prospect activity and maintain integrity of data.
• Assist with tracking all information for Foundation letters of inquiry and proposals.
• Accurately record and track report dates for required of any funding source.
• Execute annual database clean-up activity with all program components of the Fund.

2. Philanthropy Administrative Support:
• Maintain and produce event invitation mailing lists.
• Assist in producing letters and envelopes for mass mailings.
• Assist in producing acknowledgement letters for all donor gifts.
• Produce in a timely manner reports requested from other Philanthropy Department staff.

3. Finance Duties:
• Prepare deposits and related journal entries for Foundation and our bookkeeping clients.
• Enter Foundation credit card transactions.
• Process accounts payable for the Foundation and bookkeeping clients.
• Assist with Finance department bookkeeping entries.

4. Additional Duties:
• Coordinate quarterly governance/board meetings including preparation, minute taking and related follow up activities.
• Provide administrative support to the Executive Director including: Assist as front-line level of phone support for inquiries to the Executive Director, disseminate calls as appropriate; Maintain up-to-date knowledge of Foundation services/information available, policies, procedures; prepare and compose correspondence, reports, etc; coordinate calendar; coordinate travel and other arrangements, maintain and update Executive Director’s contacts.
• Provide general office support including: process standard and electronic mail; prepare and compose correspondence, reports, etc; create/maintain standard and electronic files and records; order and maintain supplies; maintain and update Foundation calendar.
• Provide preparation support to the LifeGuard program before staff travel for marketing meetings.
• Provide related assistance as required for special projects as required.

REQUIREMENTS/QUALIFICATIONS:
• High school diploma with experience working in a business/fundraising office, or equivalent combination of experience and education may be considered. Accounting experience is a plus.
• Strong attention to detail, accuracy, and dependability
• Ability to manage multiple projects simultaneously while meeting deadlines
• Ability to handle confidential information appropriately
• Experience with databases preferred
• High level of typing accuracy and speed including 10 key proficiency
• Strong interpersonal skills
• Proficient in Internet research/navigation and Microsoft Office suite
• Excellent written and verbal communication skills
• Demonstrated initiative and ability to organize with the ability to prioritize a diverse workload in a busy environment. Ability to function as a member of a team to fulfill the team's responsibilities.

This is a Full Time, Non-Exempt, Monday through Friday position. A comprehensive salary and benefits package is offered. If interested in this position, please complete the application at www.pamedsoc.org/jobs. Be sure to include your cover letter with salary requirement and resume. E.O.E.

 Posted 7/20/2017