Executive Administrative Assistant

ORGANIZATIONAL SUMMARY

Listening House has served St. Paul since 1983, providing hospitality, practical assistance, and counsel to adults experiencing homelessness, deep poverty, and social isolation. As a low-barrier, daytime, drop-in referral and resource center, we hold the inherent dignity of all who enter our space, and welcome guests just the way they are. We fulfill basic needs like hygiene supplies, bathrooms, and storage of personal belongings, clothes, coffee, and more.

We care for our neighbor’s social and emotional needs through our practice of radical hospitality, welcoming people and listening to them in a nonjudgmental space. We work closely with partner professionals in mental and chemical health, housing, basic physical care, and disability services.

POSITION DESCRIPTION

Executive Administrative Assistant position has two main focus areas; fundraising activities and administrative responsibilities for the organization.

Fundraising:

The Executive Administrative Assistant is the point person for all tracking, processing, seeking and facilitating in-kind donations from individuals, groups, companies, and community partners. As a key member of the fundraising team, the day-to-day tasks tied to the administration of the needs of Listening House of St. Paul guests. Executive Administrative Assistant will work with Director of Operations, Executive Director to drive administrative goals. This role will be the point person for the development team in their efforts to broaden Listening House of St. Paul’s individual financial and in-kind donor base, providing major gift, sustainer and planned giving donor pipelines, along with supporting direct response activities generating a growing revenue stream for the organization. The Executive Administrative Assistant provides administrative support to the development team to ensure effective data management and reporting and donor stewardship efforts (acknowledgements, meeting requests, printed materials). The Executive Administrative Assistant contributes to developing and implementing messaging to existing and prospective donors, continually adapting a strong and compelling case for support.

• Implement and assess an overall administrative strategy that supports the short- and long-term goals of Listening House of St. Paul in partnership with the Director of Operations and Executive Director

• Implement and assess an overall donor relations strategy that supports the short- and long-term fundraising goals in conjunction with the Director of Operations, Executive Director, and Fundraising Committee.

• Establish and manage information-tracking processes regarding acknowledgement, recognition, ongoing communications and continued cultivation of past and current donors to enhance their relationship with Listening House and increase the likelihood of continued contributions.

• Coordinate a future sustainer program, including promotion, tracking, stewarding and providing annual acknowledgements.

• Promote planned giving program in direct mail and in newsletters and other organizational publications and communication.

• Respond to a variety of inquiries regarding interest in supporting the organization and provide annual fundraising support to the organization, such as donor-driven campaigns and events.

• Assist with individual giving appeals, in collaboration with consultants, vendors and the development team. Strengthen giving circles that generate annual support through stewardship.

• Maintain online profiles, including Charity Navigator and Guidestar.

• Lead the effort in creating processes and procedures on data collection of donors.

• Enter donor gift data in Little Green Light.

• Assist with proposals and reports for major donors and other writing needs.

• Maintain physical and electronic donor communication materials and inventory of general development team supplies.

• Coordinate strategy and appropriate implementation of external campaigns such as Give to the Max, Annual Golf Tournament and Gala.

• Coordinate with the Social media and communications coordinator the strategy and appropriate use of social media for individual giving appeals.

• Complete accurate contact reports for stakeholders when interactions occur.

• Lead, create and manage in coordination with the social media and communications coordinator messages that create continuity throughout our communication platforms like Give to the Max, End of Year giving, Wills/End of Life Endowments, including other electronic messaging.

• Answer general development phone and email inquiries.

• Be available and willing to perform other tasks as assigned by direct supervisor.

Administration:

The point person for administrative needs of the organization that includes but not limited to:

· Coordination of supplies needed for guests, staff and other stakeholders.

· Creating, implementing, and training on current and new organizational policies and procedures that includes new staff and current employees,

· Collaborate with staff to create enriching experiences for those that visit Listening House from welcoming each visitor (new or regular), coordination to engage current partner organizations, identify new potential partners, and overall keeping an eye of quality of services.

Please note this job description is not designed to cover or contain a comprehensive listing of activities. Listening House of St. Paul is a collaborative organization that relies on teamwork.

MINIMUM REQUIREMENTS

• Strong communications and interpersonal skills

• Exceptional project management, organizational and time management skills, with an ability to prioritize and manage multiple projects simultaneously, seeing projects to completion on deadline and with quality

• Creativity as well as analytical ability to maximize program outcomes and track for strategic and process improvements

• Self-motivated with the ability to work independently as well as effectively as part of a team, instilling confidence and trust among fellow staff and external constituents

• Strong writing skills, including the ability to proofread and edit content

• High ethical standards, discretion, and confidentiality in working with donor information

• Proficiency with Microsoft Office suite required

• A passion for the organization’s mission

• Ability to work well within a diverse team and across departments.

• Bachelor’s Degree

• Experience with Little Green Light fundraising software

Submit a cover letter, resume and 3 references MaryMargaret@listeninghouse.org. Please note Executive Administrative Assistant in the title of the email.