Administrative Assistant, Boston Athenæum, Boston, MA

Posted August 24, 2015

Founded in 1807, the Boston Athenæum is one of the oldest and most distinguished independent libraries and cultural institutions in the United States. The mission of the Boston Athenæum is to serve its members, the broader community, and scholars throughout the world by preserving and augmenting its collections of books and art, by providing library services and cultural programs, and by preserving and enhancing the unique atmosphere of its landmark building. The Boston Athenӕum seeks an Administrative Assistant that will provide secretarial support of events, education, fund raising, membership and communication functions within the Advancement Office. This position will report to the Director of Development and will work closely with him/her to manage the fundraising process of donors and prospects. At times the Administrative Assistant will work closely with the Director of the Athenaeum and his/her Executive Secretary in scheduling appointments and supporting materials.

The Administrative Assistant will work closely with the Membership and Development Assistant, and provide day-to-day support including tracking the budget, processing invoices and receipts, copying and collating materials, reconciling all deposits and giving reports with the finance office, and assisting with data, gift, and membership entry as needed. This position is fulltime (35 hour)/week Monday through Friday. 

RESPONSIBILITIES:

GIFT AND MEMBERSHIP PROCESSING

• Work closely with the Membership and Development assistant to provide support with the gift entry and membership processing, including copying and collating materials, and assisting with data entry as needed.
• Reconcile all deposits and giving reports with the finance office.
• Filing all donation-related paperwork and maintaining organized filing systems
• Manage donation and membership acknowledgement process for Director of Development.

BUDGET TRACKING and CHECK REQUESTS

• Create, route and file accounts payable check requests.
• Track department expenses in budget monitoring system.
• Assist director and advancement staff with budget reconciliation.

MAILINGS & MAIL LIST MAINTENANCE

• Assist with solicitation and other department mailings.
• Assist in editing/proof reading all materials produced by the advancement office.
• Assist Manager of Annual Fund/Membership in mailing of monthly membership renewals.
• Enter visitor data
• Assist with maintaining the database, including updating contact information, processing and researching returned mail, and marking email opt-outs.

MEETING MATERIALS AND MINUTES

• Provide all materials, meeting notices and minutes of Advancement Committee and Capital Campaign Planning Committee, Nominating of the board of trustees, as well as other sub committees.
• Support the Director and Director of Development in arranging meetings and correspondence to individual, corporate and foundation donors and prospects along with supporting material.

GENERAL OFFICE RESPONSIBILITES

• Answer phone and email inquiries regarding activities in the Office of Advancement.
• Manage office supply inventory and place orders as needed.
• Staff the Membership Desk as needed.
• Other duties as assigned

REQUIRED QUALIFICATIONS:

• Bachelor’s degree
• Strong customer service experience
• Effective oral and written communication skills
• Proven accuracy and close attention to detail
• Ability to work independently
• Excellent interpersonal skills
• Fully proficient in Word and Excel, including Mail Merge and budgeting
• Raiser’s Edge software experience strongly preferred

To Apply:

Email résumé and cover letter to [email protected]

The Boston Athenӕum is an equal opportunity employer. We encourage individuals of diverse backgrounds to apply and are committed to hiring individuals who value a diverse and inclusive work environment.