Jobs

Administrative Assistant

Full-time

Pay: $22 to $26 per hour

Benefits: 401(k) and Employer matching, Dental, Health, and Vision insurance, Life insurance, Paid time off.

The Administrative Assistant will provide administrative support to the Cave Hill Heritage Foundation Manager and other senior staff, as required. Please submit resumes to Michael Higgs, Foundation Manager, at michael@cavehillcemetery.com.

Duties/Responsibilities:

• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• Provides leadership to interns, as requested.
• Performs additional duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Extremely proficient with donor development software- eTapestry and Quickbooks.

Education and Experience:

• High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
• At least two years of related experience required.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Regular Tasks

Bookkeeping

• Facilitates needs of Accounts Receivable & Payable
• Maintains General Ledger
• Conducts account reconciliation activities
• Maintains Chart of Accounts
• Prepares audit reports monthly

Database Management

• Manages development CRM database using established protocols
• Researches donor prospects using Researchpoint system

Development

• Facilitate development-related research: Corporate and Foundation relations
• Prepares statistical reports
• Assembles mailing lists
• Classifies donors using established system
• Conducts prospect research (corporate, foundation, and donor)
• Use Foundation Databook to identify grantor agencies and preparation of prospect reports

Internal Communications

• Reviews and edits correspondence
• Researches and writes copy for production

External Communications

• Provides customer service
• Leading school tours
• Weekly tours on the golf cart to guests (Spring, Summer & Fall)
• Distribution of Grief Correspondence
• Contacts families via phone re: Grief Services
• Event preparation for Grief services
• Records maintenance within eTapestry for Grief Program

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