Advancement Assistant

Job Summary

The Advancement Assistant (AA) will provide administrative support to the Vice President of Advancement (VPA), support the department's fundraising efforts, and manage the administrative tasks related to the Advancement department. This position will perform tasks and duties that support the operations of the department, including but not limited to maintaining contact information for prospect and donor records in the CRM database (Salesforce); supporting event and donor meeting planning and execution, tracking department supplies and expenses; and executing special projects on an as-needed basis.

Because this position functions as part of the Advancement team and may frequently interact with the Institute's President and CEO, Chief Scientific Officer, Faculty as well as the public on the Institute's behalf, this position requires a professional, welcoming demeanor and strict confidentiality.

Essential Duties & Responsibilities

Executive Administrative Support:

• Supports the VPA with scheduling meetings, sending out mailings, meeting material prep, and other strategic projects as needed.
• Creates and updates donor and prospect records in Salesforce and Pardot as directed by the VPA.
• Supports the VPA with their personal expense reports.
• Supports the day-to-day needs of the VPA including fielding requests for them.

Departmental Administrative Support:

• Manages purchase orders and contracts set-up, and expense reports and invoice processing for the Advancement department.
• Reconciles the Advancement department credit card statements monthly.
• Manages department's supply of LJI's marketing materials and general office supplies and orders new supplies as needed.
• Catalogues/archives LJI's outreach materials for reference (i.e. mailings, IM, event invites, etc.).
• Calendars and participates in Advancement Department meetings and organizes agendas and takes notes on follow up as requested.

Data Management:

• Helps organize the Departments' server and cloud files related to the administration and operations of the department.
• Leads the Advancement departments' digital asset management efforts, including organizing and archiving files on a regular basis.
• Works with Communications to ensure LJI external facing materials utilized by Advancement (i.e. fact sheets, faculty profiles, slide decks) are updated regularly and are easily accessible for department members.

Events, Fundraising and Outreach:

• Assists the Engagement and Stewardship Officer (ESO) with the execution of public events including but not limited to Life Without Disease Series, Live from the Lab Webinar Series, Board Dinners and Meetings, PGAC Meetings, private tours, and donor and prospect events (i.e. salon events). Events may be in the evenings and on weekends.
• Attends events and assists the ESO with tasks related to setup, check-in, technical support, and clean up as requested.
• With approval of VPA may support the Major Gift Officers (MGOs) with formatting fundraising proposals and stewardship reports in Canva and preparing logistics for donor meetings (i.e. catering, material prep).

Other:

• In addition, the EA shall:

• Represent the Advancement Department internally as assigned
• Represent LJI externally as assigned

Leveling Requirements

• Previous administrative support experience, with ability to prioritize, maintain attention to detail, and have a high degree of accuracy.
• Demonstrated experience using personal computers and a wide variety of software for presentations, written communication, data processing, and electronic communication.
• Excellent communication skills, including verbal and written. Ability to write and edit letters and other communications, as needed.
• Exceptional interpersonal skills and the ability to interact in a positive and effective manner with diverse clientele, including donors, senior management, faculty, and other staff using a high degree of tact, diplomacy, and discretion, with an emphasis on flexibility and professionalism.
• Candidates must possess a high level of independence and motivation, to maintain confidentiality, and to anticipate problems and needs of the department, taking necessary actions to mitigate potential negative effects and proactively assisting where possible.
• Prior experience with Google Suite, Microsoft Suite, Slack, Salesforce, and Canva preferred.
• BA/BS degree.

La Jolla Institute is committed to compensation that is externally competitive and internally equitable. We validate this commitment by conducting regular market analyses to remain competitive with organizations of similar size in the nonprofit, independent research sector. Compensation decisions consider a variety of factors including experience, education, unique skill sets, organizational need, and internal equity.