Executive Administrator

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POST DATE 9/12/2016
END DATE 10/31/2016

DiversityWorking Cambridge, MA

Cambridge, MA
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Full Time
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The Union of Concerned Scientists (UCS) is an independent national nonprofit whose scientists and analysts work to solve some of our planet's most pressing problems. At UCS we put science into action; combining technical analysis and effective organizing to create innovative, practical solutions for stemming the tide of global warming, transforming the way we feed, power and transport ourselves, and reducing the threat of catastrophic nuclear war. We help ensure that rigorous independent science shapes our nation's policies-not corporate misinformation campaigns. Are you supremely organized, a stickler for detail, and interested in a position that supports UCS's transformational work? The Executive Administrator is the administrative glue that supports a busy Chief Development Officer and helps coordinate a bustling team of 28 development professionals raising nearly $30 million annually (and growing.) This position provides high level administrative support to the Chief Development Officer (CDO) as well as supporting the Deputy Director in departmental wide projects and processes. The position is a prime resource for the development team; from scheduling development wide meetings, trainings and outings; to staying abreast of program reports, products, milestones and press for use in the cultivation and engagement of donors. This position will also serve as the point of contact and coordinator for program staff on travel and logistics related to development matters, ensuring the smooth collaboration between development and programs. Responsibilities - Coordinate CDO's travel arrangements; prepare electronic travel folders with appropriate, well-organized information and material. Manage and track travel expenses and reimbursements - Provide high level administrative support to CDO. Helping manage calendar and resolve scheduling conflicts - Assist in the preparation and organization of the CDO's Power Point presentations for National Advisory Board and Board Meetings and external speaking engagements - Proactively provide coordination and team management for the department wide processes including workplans, budgeting, reforecasting, and team development outings - Plan and execute development retreats and team-outings - Support CDO in fundraising outreach to the Board and key donors - Manage and ensure appropriate and timely follow-up on internal and external (Board and donors) requests for information or actions - Enter CDO's donor correspondence and meeting notes into Raiser's Edge database - Serve as the point of contact for coordinating professional development offerings for the department, including group webinars, local conferences and presentations - Assist in regular maintenance of content for department's portion of Sharepoint site. - Track and communicate to the development team scheduled releases of reports, publications - Maintain an inventory of development specific collateral ensuring timely reordering of materials - Curate the weekly news clips and stories about UCS, identifying the best substantive stories or quotes frontline fundraisers may want to share with donors - Maintain and update annually a database of program partnerships across the organization - Manage special projects, as needed; perform other duties as required Qualifications and Experience - Position generally requires a bachelor's degree - A minimum of 4 years of relevant and comparable level of experience as an executive assistant - Experience with travel arrangements required - Familiarity with non-profit organizations and development practices is preferred - Decisive and able to work independently - Proven success at anticipating needs and taking initiative - Self-motivated with attention to detail - Exceptional organizational skills:
follows through on assignments with minimal direction - Adept at managing confidential information - Excellent verbal and written communication skills - Expert knowledge of office and administrative support procedures - Familiarity with relational databases - Ability to stay current with changing technologies is required At UCS, comparable training and/or experience can be substituted for degrees when appropriate. UCS is an equal opportunity employer continually seeking to diversify its staff. In particular, we're dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We're also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We've adopted this commitment because we believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities. We are actively seeking people who bring diverse backgrounds and perspectives to join us in this work. Compensation, Hours and Location:
This is a full-time position based in UCS's Cambridge, MA office. For those who meet all position requirements, the salary is around $52,000. UCS offers excellent benefits and a rewarding work environment. Information about the organization is available at http:
//www.ucsusa.org To Apply:
Please submit a cover letter, resume, salary requirements, how you learned about the position via email to jobs@ucsusa.org and include 'Executive Administrator' in the subject line. Email materials in Word or PDF format only. No phone calls please. Deadline:
September 25, 2016 or until filled. .