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Administrator - Philanthropy (Executive Assistant)

6 months ago

Toronto, Canada Royal Ontario Museum Full time

Are you an organized and driven professional with a passion for supporting philanthropic efforts? Join our team at ROM Governors as the **Administrator, Philanthropy**, where you'll play a crucial role in supporting our Executive Vice President, Philanthropy, and the philanthropy portfolio's execution of direct solicitation programs - including Principal and Major Gifts, Corporate Partnerships, Legacy, Donor Circles, and Annual Giving - within an active and fast-paced campaign environment.

ROM Governors is a strategic partner to the Royal Ontario Museum (ROM), passionate about its role in advancing ROM’s mission through inspired philanthropic and sponsorship relations. ROM Governors is committed to being the country’s top cultural foundation because of its success in building highly engaged, impactful donor and other community relationships.

***:
As the **Administrator, Philanthropy**, you will provide essential administrative support to the Executive Vice President, Philanthropy at ROM Governors You'll be responsible for coordinating and managing key administrative tasks crucial for the effective execution of our direct solicitation programs, including Principal and Major Gifts, Corporate Partnerships, Legacy, Donor Circles, and Annual Giving. Through careful scheduling, accurate record-keeping, organizing donor events, and managing gift processing, you play a significant role in our ability to engage donors and efficiently manage philanthropic initiatives.

Your organizational skills, attention to detail, and creative problem-solving are vital in this role. You help streamline the operations of our philanthropy efforts, allowing for a focused approach to donor engagement and program management. Your contribution is key to maintaining the operational efficiency of our philanthropic activities, directly supporting our mission at ROM Governors.

**RESPONSIBILITIES**:

- ** Administrative Support to Philanthropy Leadership**:

- Offer comprehensive administrative assistance to the Executive Vice President, Philanthropy, including managing calendars, scheduling, and preparing for high-level internal and external meetings.
- Support pipeline management initiatives, ensuring a smooth flow of activities and engagements for potential donors and partners.
- ** Philanthropy Activity and Gift Processing**:

- Organize and execute targeted cultivation activities such as receptions, tours, and dinners, working in tandem with staff from both Governors and the Museum to support principal gift initiatives.
- Lead the thank-you letter and pledge reminder processes, collaborating closely with Relationship Managers, Gift Processing, and Communications to ensure timely and heartfelt acknowledgments.
- Manage the gift agreement process, aiding in drafting agreements, securing approvals, and maintaining a comprehensive file of active gift agreements.
- ** Pipeline Management for Leadership**:

- Facilitate and record fundraising activity for a portfolio of donors managed by executive leadership, supporting their engagement with campaign and leadership volunteers.
- Develop and maintain effective processes and reports for monitoring leadership prospect and donor activity, ensuring all engagements and feedback are accurately captured and communicated.
- ** Office Administration**:

- Serve as the first point of contact for general inquiries, representing ROM Governors professionally and efficiently.
- Manage the technical requirements for staff and leadership meetings, including AV setup, refreshments, and room preparation.
- Oversee the day-to-day office operations, including inventory management, technology upkeep, and scheduling.

**QUALIFICATIONS & COMPETENCIES**:

- ** Educational Background**:

- Post-secondary degree or diploma in administration, finance, communications, non-profit management, or a related field.
- ** Experience in a Fundraising Environment**:

- 3-5 years of administrative experience (ideally in a fundraising or non-profit setting).
- Direct experience supporting senior-level staff and managing donor databases.
- Familiarity with organizing fundraising events and activities is highly desirable.
- Experience with The Raiser's Edge NXT is a plus.
- ** Technical Proficiency**:

- Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to generate reports, manage databases, and utilize technology to streamline processes.
- ** Organizational Skills**:

- Exceptional organizational and time-management skills.
- Ability to manage multiple priorities and complex schedules.
- Demonstrated accuracy and attention to detail in handling donor records and administrative tasks.
- ** Communication Skills**:

- Strong verbal and written communication abilities.
- Proficiency in articulating the mission and values of ROM Governors.
- Capacity to maintain confidentiality and professionalism.
- ** Analytical and Problem-Solving Abilities**:

- Keen analytical mind for managing and interpreting da