GENERAL PURPOSE OF THE JOB

The position is responsible for providing support and coordination for multiple organizations.  For CPDC this entails being responsible for the overall administration of the organization, including management of the logistical needs for CPDC membership and prospecting, contributions and invoicing, and coordination of all CPDC committee meetings (CPDC Board, Executive Committee and Membership & Development Committee meetings) and programming (quarterly membership meetings, Young Professional Events, and Behind The Scene tours). Responsibilities include database management, tracking and researching prospects, as well as preparing all programming packets and materials, including taking meeting minutes. Duties for Planning & Development involve: database management, preparing correspondence, reports, and mailings, events coordination, managing special projects (e.g. annual customer satisfaction survey), assisting with preparing presentations, and calendar management. For CCDF, this position tracks and manages information regarding prospects, helps research prospects, ensures all board member information is accurate and up to date, prepares board packets and takes/prepares minutes for board meetings.  Additionally, this position helps with executing fundraising activities/events. In addition to responsibilities noted above, this position provides administrative services to CPTMA and also includes backup and relief of front desk personnel, as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential functions and responsibilities for CPDC:
CPDC Membership and Board Meetings (April, June, September, December)

  • Coordinates logistical needs of event including reserves events space, collects RSVPs for events;
  • Prepares name tags for events and assist events team with staffing events; 
  • Packs materials for meeting (including voice recorder) and transport materials to venue;
  • Forwards invites out to Young Professional distribution list and work events.


Prepares event materials

  • Confirms speakers and gets bios;
  • Assists with preparing meetings/events agenda;
  • Collects materials for membership packet from President & CEO, Manager of Business Retention & Retail, Vice President of Planning & Development, and Vice President of Finance & Administration with reminders to be sent 2-3 weeks prior to mailing;
  • Prints packet on letterhead and get to Office Manager by the prior Monday so she can send out packet via mail and electronically;
  • Creates Agendas as needed;
  • Writes up meeting minutes after event and give to Manager of Business Retention & Retail for review.


Manages board elections process (CPDC)

  • Prepares materials in advance for the March Board meeting;
  • Maintains list of Board members and tracks open board seats and list of potential Board prospects (this includes updating CPDC letterhead).


Executive Committee Meetings (CPDC)

  • Coordinates logistical needs of meeting including RSVPs collection for events;
  • Forwards list of attendees to administrative staff of meeting host at least 5 days prior to meeting;
  • Communicates with President & CEO on plans about using a presentation and confirms with the meeting host’s administrative staff the AV needs for any presentations are set up prior to meeting/event; 
  • Packs materials for events to include voice recorder for minutes.
  • Assists in preparing event materials including collects materials for membership packet from President & CEO, Manager of Business Retention & Retail, Vice President of Planning & Development, and Vice President of Finance & Administration with reminders to be sent 2-3 weeks prior to mailing;
  • Prints packet on letterhead and get to Office Manager by the prior Monday so she can send out packet via mail and electronically;
  • Writes up meeting minutes after event and give to Manager of Business Retention & Retail for review.


Young Professionals Events and Behind the Scenes Tour (twice a year)

  • Coordinates events logistics;
  • Reserves space and any catering or AV needs (YPE);
  • Confirms speakers and obtains speaker bios (YPE);
  • Forwards invites to YP distribution list and collect RSVPs;
  • Prepares name tags for events and assist events team with staffing events; 
  • Confirms event and site logistics once site agreed upon;
  • Coordinates with Receptionist to send out invitations to membership, collect RSVPs, and create name tags;
  • Coordinates staffing for event.


CPDC Membership & Development Committee Meetings

  • Coordinates meeting logistics including confirm dates with committee chair and sends email reminder email three (3) weeks prior to group and collect RSVPs;
  • Updates meeting documents one (1) week in advance; 
  • Sends meeting documents to committee electronically in advance of meeting;
  • Prepares and sends invoices out quarterly (February, April, July, October);
  • Prepares letter for President & CEO approval and signature;
  • Maintains electronic tracking systems (Excel/Salesforce) and filing system for membership contributions and endowments checks;
  • Provides Director of Billing & Collections a copy of check and forwards check to Accounting Manager for deposit;
  • Manages membership information in Salesforce and Excel. 
  • Creates and manages membership directory;
  • Contacts members via email confirming contact information and tracks confirmations and any changes;
  • Collaborates with Graphic Design Team membership contact information and updates for member directory;
  • Sends membership directory to all members electronically.
  • Creates new membership packets and adds new members to member distribution lists, membership tracker, and Salesforce;
  • Assembles welcome letter and packets to include sending electronic version of directory; 
  • Manages prospect pipeline, including tracking all prospect activities on Salesforce and input follow-up reminders in system;
  • Assembles prospect packets to include signed letter from President & CEO;
  • Updates prospect pipeline documents as needed.
     

Essential functions and responsibilities for CCDF and Planning & Development:
Support for fundraising activities

  • Prepares meeting materials, conducts research, prepares and proofs grant proposals, documents and presentations;
  • Coordinates fundraising events;
  • Maintains/Inputs actions, reminders, and gifts in donor database;
  • Prepares acknowledgment letters and stewardship reports;
  • Prepares mailings using mail-merge functions and group emails;
  • Prepares recurring fundraising reports for staff and Board from donor database and other sources;
  • Maintains office files in hardcopy and electronic.


Support for CCDF Board 

  • Prepares meeting materials, takes/prepares minutes;
  • Serves as liaison with board members and their assistants regarding meetings, events, keeping information updated, etc.;
  • Maintains meeting scheduling and calendar management for staff and Foundation board;
  • Manages the annual CCD Customer Satisfaction Survey.


Note: These are the essential functions of the position, other duties may be assigned. Incumbents may be required to follow any additional related instructions, acquire job related skills and perform other work as required.

SUPERVISORY RESPONSIBILITIES

  • This position does not require any supervisory responsibilities.


EDUCATION AND EXPERIENCE

  • The selected candidate should have an Associate’s degree, Bachelors degree preferred with a minimum of three (3) to five (5) years of administrative support experience. Prior experience in meeting planning and administrative support is desired.


SKILLS AND ABILITIES

  • Must be proficient in the use of Microsoft Office (Word, Excel, and Powerpoint) as well as Salesforce;
  • Computer literate in Filemaker Pro, QuarkXpress and Adobe desktop publishing software;
  • Ability to operate all common office equipment;
  • Must be very detail oriented and able to work independently;
  • Strong interpersonal skills are required;
  • Excellent verbal and written communication skills;
  • Excellent organizational skills, with the ability to prioritize and meet deadlines;
  • Must be able to pass a background investigation including criminal history, child abuse clearance, drug screening, and reference check.


CERTIFICATES, LICENSES, REGISTRATIONS

  • None required.


PHYSICAL CHARACTERISTICS:

  • The position requires that the employee have the ability to sit for long periods of time, stand, walk, talk, hear, use hands and fingers, and lift objects up to 25 pounds.


Forward Resumes to: 
Human Resources Department
Center City District
660 Chestnut Street
Philadelphia, PA 19106
Fax: 215.922.7672
e-mail: jobs@centercityphila.org

We are an EEO/AA employer. No phone calls please.