AEF Office Manager

Aspen, 81611 | 04/09/2018 | Ad id: 8-0000223364

AEF Office Manager Aspen Education Foundation (AEF) seeks a qualified Office & Development Manager to manage the ongoing operations of AEF and assist in advancing the organization. The position will handle administrative and project management duties with the goal of significantly increasing AEF's office organization and fundraising and event effectiveness. This is a full-time position with excellent benefits. Reporting to the AEF Executive Director, the position will be responsible for: 1) office management 2) administrative and development support 3) project management of events Summary of Work General Office & Administrative Responsibilities lead and manage office organization including maintaining files, materials, and handling emails, phone calls, and ongoing office errands process AEF donations of checks, credit cards, stock donations, and wires organize vendor, consultant, and sponsorship contracts maintain and organize all legal and organizational documents manage incoming invoice requests organize marketing materials and process orders on event and marketing materials including banners, posters, signage, supplies identify list of opportunities for AEF memberships, grants, or partnerships providing a schedule, organizing applications, ensure ongoing communications, outreach, and follow-up establish board meeting schedule; create and send meeting requests create and distribute onboarding packages for new board members; create and distribute board meeting agendas, meeting materials; take board meeting minutes, and maintain and distribute Project Management of Events with the AEF ED and Board, review event opportunities to determine most productive investment of AEF's time and resources establish implementation plan and schedule for each event (5-8 per year) including a large gala act as event project manager including coordinating, marketing, promoting, and managing; create and maintain a master event plan and schedule working with the AEF Executive Director, prepare event proposals, reports, and updates for presentation to AEF Board including financial updates in coordination with the AEF ED and Board, manage and motivate volunteers to meet attendance and fundraising goals manage volunteer activity, schedule, and communications develop and coordinate post-event evaluation process to ensure continued success of events Development Support Responsibilities maintain donor records, provide management of donor database and software updates, process AEF donor database entries and gift & pledge commitments maintain a summary and schedule of annual fund, endowment, and capital pledges, with applicable donor communications to ensure timely payments run fundraising reports process vendor, silent and live auction, and in-kind donation letters and correspondence process donor thank you letters, stewardship communications, follow-up, and correspondence assist ED with proposal pipeline and gift chart documentation, gift proposals, closure agreements assist with managing prospect schedule, creation of meeting materials, follow-up with prospects manage donor thank you calls with ED and board members Coordinator / Liaison Responsibilities liaison with AEF accountant / bookkeeper / audit preparers organize and distribute audit materials to AEF accountant and audit preparers ASD Liaison: o establish and maintain strong partnerships and knowledge of ASD policies, events, program updates and news with the goal of identifying AEF event and news opportunities o organize marketing materials for registration, back to school nights, parent teacher conference dates, college counseling parent nights and other such special events o organize AEF office to align with ASD scheduling, communications, and marketing o organize classroom needs, providing guidelines, oversight on approval process, and communications with educators on fundraising outcomes o communicate with ASD leadership and program leads to support fundraising work Qualifications / Skills Bachelor's degree and relevant experience Administrative / office management experience Project management experience Strong organizational skills Detail orientation with ability to balance priorities effectively; including managing deadlines without compromising details Excellent computer skills; experience in Microsoft Suite and Internet based communications; knowledge of donor database desirable Strong work ethic and ability to maintain organization in a fast paced environment managing multiple priorities; flexible work style Strong written and verbal communication skills Ability to work independently and collaboratively with a variety of people Experience in managing and motivating volunteers and working with fundraising goals preferred Ability to up to lift up to 35 pounds Car needed with valid driver license Please email your resume and cover letter to Brooke Bedingfield at and add the job title "AEF Office Manager" to the subject field. Thank you!