Administrative Assistant

Department: The National Association of Episcopal Schools
Date Posted: 8/11/2009

Job Description

The National Association of Episcopal Schools, an independently incorporated, non-profit, voluntary membership organization, supports and serves the vital work and ministry of those who serve Episcopal preschools and schools, school start-up committees, and regional and diocesan Episcopal school associations throughout the Episcopal Church. It does so in order to enhance their work with over 450 member schools and their leaders. As part of its mission and ministry, NAES interprets, represents, and advocates for Episcopal schools in the education communities and the wider Church.

The Administrative Assistant reports to the Director of Operations and works with the Executive Director, Assistant Director, Director of Operations, and Communications & Events Coordinator, providing clerical, administrative, and logistical support for the Association’s programmatic, operational and development efforts.

Specific duties include:

  1. 1. Membership
    • Facilitate and support staff in the successful completion of the annual Membership Drive. Activities include the preparation of all correspondence, dues notices, special mailings, mailing lists, and follow-up retention calls. Enter all dues renewals and payments into database. Prepare welcome kits and certificates on a weekly basis.
    • Provide reports to assist senior management with the identification and cultivation of potential member schools, lapsed member schools and new member schools.
    • Make follow-up phone calls to members who have not rejoined the Association.
  2. Annual Fund
    • Facilitate, with Executive Director and Advancement Committee, the successful completion of the Annual Giving campaign. Activities include supporting key staff and Board with all aspects of donor correspondence, identification, cultivation, and follow-up. Prepare reports showing potential donors and generate donor solicitation letters based upon criteria set forth by the Executive Director.
    • Enter all Annual Fund pledges, gifts and payments into database. Prepare pledge/gift acknowledgements on a daily basis.
    • Collaborate with and support key staff and the Advancement Committee with continued efforts to increase the Association’s donor base.
    • Provide administrative support for Advancement and Planned Giving Committees.
  3. Communications, Marketing & Events
    • Assist Communications & Events Coordinator with upload of resources, links, documents, announcements, and other materials to Association Web site.
    • Maintain and produce marketing packets for use at trade shows.
    • Enter event registrations for all conferences into database; produce resource packets and name tags for all conferences as directed; assist with Biennial Conference planning and implementation as requested by Director of Operations.
  4. Administrative
    • General receptionist duties: Answer/route telephone calls, faxes, e-mails; provide oral and written information upon request; greet visitors
    • General clerical: Filing, duplicating, faxing, generating correspondence, monitoring and ordering supplies
    • Accounting: Log all cash receipts; prepare deposits for Director of Operations
    • Publications: Fulfill publication orders on a daily basis; manage logistics and execute mailings; Maintain inventory; report inventory counts on periodic basis to Communications & Events Coordinator
    • Data entry: Oversee maintenance of membership/donor database; generate reports and on-demand label runs for mailings
    • Office equipment: Oversee maintenance of office equipment; act as liaison to Episcopal Church Center mailroom, telecommunications and security departments
    • Other duties as assigned.

Job Requirements

This position requires excellent interpersonal and organizational skills to help foster a collegial and congenial working environment in a small, team-oriented office of five individuals and for effective communication with the Association’s constituency and the general public. Bachelor’s degree with prior customer service, membership, and/or development experience is required. The successful applicant must be a dependable, energetic self-starter and mature thinker with excellent oral and written communication skills. Must be proficient in the use of a variety of word processing, spreadsheet and database applications for PCs. Working knowledge of Episcopal and/or independent schools is preferred; bilingual (English/Spanish) helpful.

Work Environment

The Association’s offices are located at 815 Second Avenue, Suite 819, New York, NY 10017. Hours are 9 a.m. to 5 p.m., Monday-Friday (flex time is not available due to the nature of this position).

Salary and Benefits

NAES offers a competitive salary (to $35K) with excellent benefits. Unfortunately, NAES cannot pay relocation costs. NAES is an equal opportunity employer. Anticipated start date is September 1, 2009 or before.

How to Apply

As part of the application process, please submit the following materials: resume, cover letter, salary history, three references and writing sample to: NAES, Attn: Director of Operations, 815 Second Avenue, Suite 819, New York, NY 10017, or e-mail info@episcopalschools.org. No phone calls, please. Incomplete applications will NOT be considered.