Job Listing: Communications Administrative Assistant

Job Postings ,

Colonial Williamsburg Foundation - Williamsburg, VA

Closes - Open until filled.

Position Title – Communications Administrative Assistant

Salary - Based on experience.

Job Type - Full-Time

For more info and to apply: Click Here

Serves as administrative assistant and production assistant for the Development Communications office. Prepares and proofreads a variety of correspondence, adhering closely to specific formatting standards. Compiles and maintains production schedules to ensure a high volume of projects stay on schedule, compiles and sends information for a twice monthly department-wide email newsletter, assists with requests for detailed information, coordinates across the department and the Foundation, and schedules internal and external meetings, including events and workshops. Proofreads additional communications, including project briefs. The Administrative Proofreading and Production Assistant is supervised by the Executive Director of Development Communications. The Development Manager also assigns and monitors work.

Essential Functions:

  • Plans, schedules, and performs a wide variety of clerical work and correspondence, ensuring accuracy of typing, grammar, punctuation, syntax, spelling etc., with minimal guidance of the supervisor.
  • Composes correspondence on own initiative involving administrative matters and general office policies for supervisor’s approval and signature.
  • Coordinates project requests and builds production schedules based on projects and timelines. Assigns tasks for members of Development Communications team in coordination with executive director.
  • Exercises discretion, independent judgment and knowledge of Foundation procedures in the day-to-day performance of regular duties.
  • Curates, assembles and shares department-wide communications including a departmental electronic newsletter in coordination with executive director.
  • Provides a variety of clerical and administrative support work for Development Communications.
  • Makes travel arrangements and completes expense vouchers for the Executive Director.
  • Maintains office supplies for Development Communications and monitors supply of and orders for printed materials such as letterhead, folders and business cards for the Development office.
  • Maintains and continuously updates supervisor’s calendar; follows up on work in process and all pending matters to ensure timely reply or action.
  • When needed, in collaboration with the Office of the Vice President for Development and other leadership, assists donors and VIPs.  Work includes, but is not limited to:
    • Handling general inquiries
    • Securing and confirming lodging, dining, and programming reservations as well as special tours and arrangements
    • Preparing itineraries and ordering amenities
    • Developing and maintaining productive relationships throughout the Foundation
  • Holds all donor information in the strictest confidence, recognizing the critical importance of confidentiality to the success of the advancement program
  • Performs other related duties as required.

Required and Preferred Education and Experience: 

  • 1 - 3 years of prior work experience.
  • Must be proficient in Microsoft Office, particularly Word, Excel and Office 365. 

Preferred: 

  • Bachelor’s degree in English, communications, marketing, history or another relevant discipline.
  • Direct and proficient experience using fundraising software systems and databases.
  • Three years or more of direct experience in supporting a fast-paced office where attention to detail is critical.

Qualifications:

  • Must have the ability to set up and use calendar systems for scheduling, the ability to set up and track projects in project management systems, and the ability to effectively communicate and distill information from multiple sources digitally.
  • Excellent skills in the proper use of the English language
    • ability to plan, coordinate and work independently, exercise sound judgment, confidentiality and discretion
    • ability to establish and maintain working relationships, to understand and follow instructions, to adapt to changing work priorities and perform duties under pressure
    • ability to interact comfortably with guests, donors, and other constituents
    • ability to communicate well orally and in writing. 
  • With limited supervision, the incumbent will be required to manage data within Excel and to perform mail merges within Microsoft Word.
  • The successful incumbent will be task-oriented with an excellent sense of priority, logic and objectivity, highly organized and capable of handling a number of sensitive and important issues simultaneously while being acutely attentive to details. 
  • Must possess a high degree of self-awareness, professionalism and sound judgment. 
  • Must be adaptable to change and possess the ability to evaluate and distill content, with discretion and accuracy as key assets of judgment.