Executive Assistant

Boston University Hillel

Role Overview

Make your mark on Jewish student life by joining the award-winning Boston University Hillel. Boston University is home to one of the largest Jewish undergraduate populations at a private university globally, with 4,000 Jewish undergraduate students and 2,000 Jewish graduate students. In this role, y ou will plan, executive, and coordinate administrative tasks related to our fundraising efforts under the leadership of the Executive Director and Managing Director. You will report to the Managing Director and work frequently with the Senior Director of Finance and Operations.

What You'll Do

Administrative Support

• Organize key meetings, calendars, events, and details for senior staff members
• Support the Managing Director on conducting research on key potential donors including careers, philanthropy, interests, assets, etc.
• Organize and arrange plans, meetings, activities, and communication for Executive and Managing Directors for various stakeholders and donors
• Manage preparation, reporting, management of meetings for Board of Directors, Board committees and giving circles
• Provide staffing support (e.g., scheduling, development of materials, taking minutes) for Board of Directors and various other lay leader groups.
• Write thank you letters, organize gifts, and key gratitude efforts to internal and external stakeholders
• Supporting the Managing Director, track all revenues, reports, follow-up required for foundational grants. Additionally, help conduct research on foundations and their giving priorities, history, and focus
• Administer and report on grants, including collecting of revenue and timely follow-up
• Arrange and plan all travel details for Executive and Managing Directors for fundraising trips and events

Direct Marketing

• Execute direct marketing activities: arranging lists, data, and formatting for mass emails, social media, appeals, phone-a-thons, texting, etc.
• Coordinate direct marketing calendar, managing timing and execution of mass emails and direct hard mail
• Manage BU Hillel WordPress website

Data Management and Financial Reporting

• Execute activities in BU fundraising database, and supervise part-time student database intern
• Manage the organization's full donor and prospect lists.
• Generate weekly reports on fundraising performance with direction from Sr. Director of Finance and Operations

On a day to day basis you will

• Execute research on potential supporters of BU Hillel
• Setting up meetings BU Major Gifts Officers in effort to enhance prospect work.
• Track all donor plans in the BU fundraising database in a timely manner, setting key reminders, initiating activity
• Track and prepare for Executive Director's and Managing Director's solicitation and stewardship meetings.
• Prepare weekly reports to share with senior staff on revenue performance
• Update BU Hillel website with photos, calendar events, new content
• Gather necessary lists, past emails, and schedule for upcoming Giving Tuesday/BU Giving Day campaign
• Manage BU Hillel's fundraising lists, data, and full-range of uses of the BU Fundraising database.
• Track and manage grant proposals and reports for individual donors, foundations, Jewish Federations, Hillel International, and other funders.
• Report timely and accurate information to the Executive Director and the Board of Directors
• Plan and organize logistics for Board of Directors, Board Committees, and various giving circle meetings
• Track pledges and gifts to ensure monies are received, reported, and deposited in a timely manner.
• Ensure grant monies are collected when promised.

What You've Accomplished

• 3-5 years of experience. Experience in administration, office management, or other support functions are preferred, but not required. Applicable backgrounds include nonprofit organizations, for profit companies, governmental agencies, start-ups, etc. We are most interested in someone who is organized, driven, energy and mission focused. The most important experience we are looking for is the ability to organize people and projects and the ability to inspire commitment and action.
• Bachelors degree require

What You'll Bring to the Job

• Knowledge of the Jewish customs and traditions preferred

• Familiarity with Jewish lifecycle events and holidays required

• Familiarity or willingness to learn about Judaism religion and culture

Inspires

• Energy, enthusiasm, a can-do attitude
• Ability to passionately represent BU Hillel's mission

Organized

• Can work independently and also collaboratively
• Thorough, accurate, comfortable with numbers and basic finance and accounting concepts
• Can keep track of multiple work streams

Excels

• Effective at selling
• Successful track record of project management and managing many tasks

What You'll Receive

• In-person availability is required; hybrid work options possible upon further discussion with hiring supervisor at time of hire
• Mentoring and career coaching to help you during and after your position
• A network of terrific colleagues from across the Hillel movement.
• A comprehensive benefits package, including health insurance, Tax Deferred Retirement Plan, Life, AD&D and Long Term Disability insurances, Flexible Spending Plan, generous vacation/sick time, and parental leave.
• The salary range for this role is $70,000-$80,000

About Boston University Hillel

Boston University Hillel is affiliated with Hillel International. Hillel International enriches the lives of Jewish students so they may enrich the Jewish people and the world, and envisions a world where every student is inspired to make an enduring commitment to Jewish life, learning and Israel.