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Executive Assistant/Concierge

Position Title: Concierge

Reports to: Principal /Founder of DRG – Lynne Wester

Status: Full time - 40 hours per week

Salary Range: $55,000 - $65,000

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The Donor Relations Group (DRG) is looking for a rockstar Executive Assistant who will report directly to DRG founder, Lynne Wester, and will serve as the Client Concierge, Office Catalyst and the true Technology Wiz for our rapidly expanding nonprofit consulting business.

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Job Summary: The Concierge works collaboratively to plan and manage daily operations in support of the DRG team, with a particular emphasis in providing administrative support for the Founder and Principal. With a strong focus on delivering a world-class customer experience, the Concierge also serves as the lead customer service representative with DRG’s diverse external constituencies.

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As the DRG Executive Assistant, a typical day might include:

  • Performing calendar gymnastics so Lynne can visit two states and four universities in one week…and maybe fit in a few speaking engagements while she’s at it.

  • Ironing out a billing issue for a client, following up on an outstanding invoice, or executing a contract for a new client for Lynne or another DRG team member.

  • Responding to a few email requests via our website for information on our consulting and speaking services.

  • Making a document look beautiful

  • Providing an editorial eye and putting the final touches on a presentation or proposal for Lynne or another DRG team member.

  • Doing some market research and brainstorming new ideas for growing the business.
     

Administrative and Leadership Team Support

  • Proactively manage the dynamic calendar for the Founder and Principal and Managing Consultants, scheduling and preparing materials for meetings with DRG team members, clients, and partners. 

  • Manage all speaking engagement and onsite client visit logistics for the Founder and Principal, communicating itineraries, expectations, and changes in a timely manner.

  • Schedule all group meetings for DRG team members (2+ internal people, upon request)

  • Take notes at all DRG team meetings and distribute/post to Basecamp.

  • Compile regular End of Day summaries providing a log of significant work activity and related questions for the Founder and Principal.

  • Provide support for the Founder and Principal’s participation on external advisory boards.

  • Proactively and regularly communicate with the DRG team, providing updates and preparing them for engagement with company activities as needed. Support the Founder and Principal in maintaining team connectivity and upholding DRG core values.

  • As requested, actively participate in collaborative group projects and special initiatives within DRG.

  • Anticipate and manage the needs of Leadership Team project team members supported by this role.

  • Maintain documented standards of excellence for all responsibilities.

  • Maintain and communicate regular work hours and a shared, actively managed calendar.

  • Maintain a shared to-do list in Basecamp to track progress. 

  • Manage DRG’s enterprise Zoom account and provide training and support to team members as needed.
     

Concierge

  • Manage DRG’s externally facing general inbox (info@donorrelations.com).

  • Respond to all customer requests within 24 hours.

  • Provide resources and assistance to current clients and customers as requested.

  • Connect potential clients with the appropriate Growth team member for follow up.

  • Support customers with accessing webinar links, downloads, and other information related to public sales.

  • As directed, provide client follow up for the Founder and Principal and Managing Consultants.

  • Maintain timely and accurate correspondence with clients, customers, and team members.

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Business Development

  • Provide support to DRG’s single-entity business development team by scheduling exploratory calls with potential clients and attending to follow up as needed.

  • Maintain client records in DRG’s CRM, including regular updates, logging new business development activity, and client updates from the Founder and Principal.

  • Actively participate in the Growth Team, providing insights from client and customer interactions, recording action items and next steps, and communicating with the Leadership Team as appropriate.

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Cohort Programs

  • Set up and administer cohort programs (such as the Leadership Experience), including budget and expense tracking for each.

  • Schedule meetings, prepare agendas, and communicate expectations with all participants via email and Basecamp. 

  • Support program facilitators with preparation including research and materials (such as slide decks).

 

Project Management

  • Provide administrative management of the Consult-A-Thon program (3x annually), including scheduling of clients, communications, and preparation of DRG team members. 

  • Provide support for DRG’s speaking/training program, including booking with clients, communicating expectations, and making travel arrangements for participating consultants as requested.

 

Conference Management

  • Work with DRG booking contact to secure and manage conference hotel block for presenters and attendees.

  • Make hotel arrangements for all DRG team members participating in the conference.

  • Create and manage DRG Team Itinerary for each conference location, communicating timing and travel expectations, hotel and conference location information, and pertinent information about attendees.

  • Draft and send, with approval, pre- and post-conference communications to attendees to share pertinent information, agendas, and materials for their participation. 

  • Work with DRG marketing team, presenters and MSP | Cultivate (sponsoring partner) to package, print, and deliver all materials for the conference.

  • Proactively manage inventory of DRG materials and arrange for pre- and post-conference shipping and delivery. Restock materials as needed in advance of conferences.

  • Maintain correspondence with and requests from conference attendees to ensure their successful participation, including issuing invoices as needed.

 

Finance Operations

  • Support the Director of Operations and Chief Marketing Officer with invoicing and payment tracking for single-entity clients and public sales customers as needed.

  • Process expense reports and reimbursements for DRG team members, including client visits, speaking/training engagements, and DRG-related business travel.
     

Qualifications

  • Proficiency in MS Office, CRM, Project Management software

  • Detail-oriented and strong written and verbal communication skills

  • Previous experience providing administrative support to executive leadership, preferably in an entrepreneurial setting

  • Customer service mindset and significant professional experience in a service environment

  • Ability to regularly exercise sound judgment and apply problem-solving skills

  • Demonstrated ability to be successful in a dynamic, fast-paced environment with shifting expectations.

  • Prior experience in a donor relations or nonprofit fundraising role preferred.
     

It would be EXTRA AWESOME if you:

  • Have foresight and can anticipate needs and respond accordingly

  • Have experience with programs like Canva and Adobe Creative Suite

  • Are a meticulous organization geek

  • Love to wear multiple hats and multitask

  • Are flexible and adaptable

  • Are a self-starter who loves to work independently, as well as a team player

  • Love to put systems into place and bring order to everything you touch

  • Have a great sense of humor and want to enjoy your work and colleagues (we work hard, but we are a ton of fun and the laughter never stops)
     

Benefits we can offer:

  • Flexible and remote work schedule

  • Competitive compensation

  • Paid vacations and sick time

  • A laptop

  • Business development incentives
     

*Please note that while this job has many, many benefits we do not offer health or retirement benefits at this time.

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The coolest parts of this job?  

  • FLEXIBILITY: You get to work from home in your PJs…or wherever you want wearing whatever you want!  We all work very independently but love to come together as a team, which we do yearly for team retreats (which are chock-full of awesome brainstorming, giggles, and LOTS of cookies).

  • AND OWNERSHIP: We are a small company that’s growing and expanding rapidly and we need help. Not just “assistance” but true ownership through input, ideas, and feedback. If you bring the initiative, we promise you’ll have the authority in your role to make things better, whether you have a process improvement tweak you’d like to make or an idea for a blog post. As the main team member who really keeps us all moving forward and organized (where my color-coders at?!) you will undoubtedly play a role in helping shape the future of DRG.

 

Does this describe you?

Email your resume and cover letter to info@donorrelations.com and tell us why you’re the perfect fit for this gig.  In your cover letter, tell us about a time you went above and beyond in your job (current or previous) to provide customer service or to solve a problem.

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