Title: Administrative Assistant, Donor Services

Exemption Status: Non-exempt

Department: External Affairs

Reports to: Associate Vice President, Individual Giving

Year-Round, Full-time

Position Overview: Reporting to the associate vice president of Individual Giving, the person in this position provides administrative support to the Annual Fund, Membership, Operations and Events. This is an excellent opportunity for an administrative professional to learn about multiple aspects of nonprofit fundraising, the organization’s mission, functions of other departments, and the important role of philanthropy at the Garden. This is currently a hybrid position with three days a week on-site and two days remote after initial onboarding and training period.

Responsibilities

Duties for this role include the following:

Administrative Support

• Produce high-quality documents, including correspondence, mail merges, reports, memos, meeting agendas, spreadsheets, and presentations.
• Proofread documents such as donor listings, solicitation and acknowledgement letters, brochures, pledge forms, invitations, e-newsletters, and event briefing memos.
• Assist in the implementation of internal meetings. This includes reserving space, creating agendas, gathering necessary meeting materials, and taking and distributing notes after meetings.
• Regularly interact with development, member and donor services, donors, Board volunteers, other administrative assistants, communications, visitor operations, catering, security, engineering and maintenance, custodial services, horticulture, and volunteer services. The assistant works closely with all staff and others to anticipate and execute tasks.
• Perform general administrative duties such as photocopying, processing mail, and filing.
• Respond to inquiries and requests from donors, Board members, volunteers, and visitors, using excellent telephone and communications skills with sensitivity to discreet matters.
• Answer the member/donor hotline and respond to emails.

Development Operations

• Enter and update contact and event information in donor database software
• Process memberships
• Produce and update reports

Events

• Assist with 7 to 10 member and donor events annually. Responsibilities may include collecting R.S.V.P.s, mailing invitations, producing nametags, making signage, driving a golf cart, and registering guests. Most events are on-site and during the regular workday, with some evening and weekend work required (two to five events annually).

Chicago Botanic Garden Values & Behaviors:

Qualifications

Our ideal candidate will have the following:

• At least four years of administrative assistant or equivalent experience; college degree and professional administrative training preferred.
• Expert proficiency with MS Office products including Outlook, Word, Excel, and PowerPoint.
• Proficiency in virtual meeting technology; specifically Microsoft Teams, Zoom, and others as appropriate or available.
• Donor database software experience highly preferred, specifically Raiser’s Edge.
• Excellent communication and telephone skills, with an emphasis on customer service and ability to interact with members of a sophisticated donor community.
• Ability to communicate effectively at all levels of the organization through various channels such as Zoom, MS Teams, email, phone, correspondence, and in person.
• Demonstrated ability to be adaptable, flexible, and handle multiple tasks simultaneously.
• Experience providing complex confidential administrative support in high-profile environment.
• Some evening and weekend hours are required to provide event support.

*The Chicago Botanic Garden requires all existing employees to be fully COVID-19 vaccinated or may request a medical/religious exemption after an offer is extended.*

Physical Demands:

Office setting. Frequent sitting, standing, walking, bending, listening, speaking, and keyboarding. Use of office equipment including computers, telephones, copiers, scanners. Some requirements for lifting, pushing, or pulling items less than 30 pounds. Ability to staff events outdoors in a variety of weather conditions.

To Apply: In addition to the application and resume, a cover letter or brief statement of interest is required.

Why Apply?
Come work in a setting that is like no other as you support our mission: We cultivate the power of plants to sustain and enrich life. Take the first step toward being one of the employees who make the Garden one of the treasures of the Forest Preserves of Cook County. Apply today.

Please note that applicants who do not meet the required qualifications will not be considered.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.

Disclaimer:
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities and qualifications required of personnel so classified.

In accordance with Title IX of the Education Amendments Act of 1972, the Chicago Botanic Garden does not discriminate on the basis of sex in its programs or activities, including in employment or admissions. Please call (847) 835-8264 to contact our Title IX Coordinator should you have questions or concerns.