Corpus Christi College UNIVERSITY OF CAMBRIDGE
JOB DESCRIPTION
Job Title: Assistant to the Director of Development
Department: Development Office
Responsible to: Director of Development and Alumni Relations
Purpose of Job:
The core purpose of this role is to provide executive assistant support to the Development Director who is the major gifts fundraiser. Tasks include organising their schedule of fundraising activities and supporting their work as a Fellow and senior officer of the College. Operational seniority and experience are required to organise, execute, coordinate and problem solve, to assure functional efficiency across the team. The postholder is responsible for the delivery of a range of core tasks and is the key point of contact in the Office for members’ enquiries. This role offers a high level of support to the Alumni Relations and Events Manager at the point of event delivery to ensure the smooth running of events.
Duties and Responsibilities
Support to the Director of Development
o Supporting the day-to-day administration of the work of the Development Director, including responding to day-to-day enquiries made by alumni and members of the College.
o Assisting the Director by dealing with their correspondence, diary and telephone enquiries.
o Organising fundraising meetings, sending meeting requests, dealing with correspondence and planning suitable locations for all meetings together with the preparation of supporting papers.
o Updating the RE NXT database with actions and next steps.
o Liaising with College staff, committees and the Fellowship including minute taking for committees where the Development Director is Chair.
o Facilitating regular office and Collegiate meetings (CCDG, CAm, CCDG).
o Managing the arrangements for major donor meetings in College and external,
o Project management for UK and international travel, including flights, hotels, visas and meeting requests, together with the preparation of supporting material.
o The maintenance of a meeting tracker to ensure that all necessary details are followed up and recorded in a timely manner.
o Updating and maintaining job descriptions and assisting with office recruitment.
o Providing database support and information in a timely manner.
Donor Communications
o Ensuring donor and recipient records are kept fully up to date on the Raiser’s Edge database.
o Assisting with stewardship for donor facilitated major awards, bursaries and prizes.
o Maintaining oversight of the stewardship tracker to ensure that deadlines are met and effective communication is facilitated.
o Planning and executing timely communication between donors and recipients by liaising with the Tutorial Office and individual recipients, for testimonials or reports to deliver to the donor.
o Alongside the Gifts and Finance Officer, responsibility for the preparation of bespoke donor thank you letters and to ensure that donors are thanked in a timely manner.
o The management of a weekly communications tracker for donor communications such as letters of thanks and bespoke reports.
General Duties
o Acting as reception and primary point of contact for general alumni and departmental queries.
o Office management - dealing with office mail, office organisation, and carrying out general office duties, including directing enquiries to the appropriate team member or other College department.
o Monitoring the Development inbox and responding to queries in a timely manner.
o Preparing letters and reports to donors, as required.
o Organising regular team meetings, team calendars and communications.
o Development Office housekeeping and file management. Maintaining and updating the records, files and office spreadsheets in line with department, College and GDPR needs and requirements.
o Assisting with the organisation of departmental events throughout the year.
o Attending relevant University /department forums and training and reporting findings and outcomes to the Development team.
o Assisting with identifying and acting upon opportunities for devising efficient and effective administrative support systems.
o Providing cover in the Development office as required.
o Collaborating with the Master’s Executive Assistant and Bursar’s Executive Assistant together with other University and College Offices regarding development matters.
o Providing operational and pastoral oversight to support the overall work of the Development office.
Events
o Providing administrative and logistical support to the Alumni Relations and Events Manager for a range of Development Office and College events (such as helping with set-up, working at events to welcome and steward guests).
o Organising small-scale fundraising events for the Development Director as required.
The above is not an exhaustive list and the post holder may be expected to undertake other related duties as required by the Director of Development. The list of duties may be subject to revision at the end of the probationary period.
This job description will be reviewed periodically when additions and amendments may be made.
Issued by Department Head
…Name
……Signature
….Date
Accepted and Understood by Postholder
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…….Signature
.Date
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Contact Details:
COLLEGE OF CORPUS CHRISTI AND OF THE BLESSED VIRGIN MARY IN THE UNIVERSITY OF CAMBRIDGE Recruitment Team
