Job Description
JDRF’s Illinois Chapter, based in Chicago, is the largest of JDRF’s chapters around the country. The Illinois Chapter has a strong Board of Directors as well as volunteers who are actively engaged and passionate supporters of JDRF. The person in this role will be an integral part of the staff team that ensures this success.
Reporting directly to the Director, Donor Relations, this position provides executive coordination for the Executive Director and the Director, Donor Relations. The primary areas of focus for the position are coordination for Board of Directors activities including planning logistics for the quarterly meetings, Executive Committee Meetings, the Annual Meeting, and a new board member orientation. Activities for Board of Directors meetings and donor development events include venue identification, invitations and invitation lists, WebEx preparation, catering, and other duties as assigned. This person will be the first public face to volunteers and visitors of the chapter and will ensure that CRM and donor perception reflects the strength of and amount activity done by the chapter.
GENERAL OFFICE RESPONSIBILITIES
- Staff the front desk and greets office guests
- Answers incoming calls, reviews general chapter voicemail and triages requests and information
- Works directly with Operations Team regarding submitting and filing vendor invoices, opening and sorting incoming/outgoing mail and packages
DATA ENTRY/CRM
- Maintain excellent account records on board and leadership giving donors including development activity and gift opportunity tracking. This includes board attendance and financial tracking reports. Record key account activity on behalf of the Executive Director and Donor Relations Director, as needed
- Prepare donor data analysis for quarterly dashboard, and as needed throughout the year
- Pull reports or work with national team to build reports, as requested
- Pull data reports for event invites, direct mail campaigns, and holiday card mailing
- Financial reports for reconciliation, Executive Committee and Board meetings
- Ad hoc reports as requested by staff
BOARD AND EXECUTIVE COMMITTEE MEETINGS PLANNING AND LOGISTICS
- Directly support the Chapter Executive Director with logistics and set up (A/v and otherwise), meeting materials (directories, packets, fliers, pre-reads), presentation and Board of Director communications including quarterly meetings, Annual Meeting, board retreat and new board member orientation
- Produce monthly Board Briefing newsletter and ad hoc communication
- Take meeting minutes
- Coordinate and attend Board Meetings outside of standard office hours
- Developing pre-read and presentation with financial reports, and slides provided by Senior Leadership
- Inviting Members and tracking RSVPs
- Coordinate and attend Board Meetings outside of standard office hours
- Annual Meeting planning and logistics
- Securing location
- Developing presentation and assisting key parties with their slides
- Inviting Board Members and tracking RSVPs
- Creating WebEx
- Developing packet materials
- Coordinating speaker travel and presentation logistics
- Developing staff tasks/responsibilities
- Event setup with A/V, layout and run through
- Working with the Executive Committee to ensure they know their role in the meeting and the speaking points that they will use
- Printing name badges and gathering registration materials
- Meeting minutes
- Securing location, catering and A/V equipment
- Developing presentation and assisting key parties with their slides
- Inviting Board Members and tracking RSVPs
- Developing packet materials
- Coordinating speaker travel and presentation logistics
- Developing staff tasks/responsibilities
MISC ADMINISTRATIVE DUTIES
- Holiday card
- Event/Meeting setup; support and tear down for Program Events and other meetings as needed
- Administrative activities related to donor relation events and communications. I.e. T1D Looks Like Me events, Stewardship events, etc.
- Expense Reports for Executive Director
DONOR MEETINGS & CULTIVATION EVENTS
- Organize logistics related to donor cultivation events held throughout the year, including invitation lists and invitations, venues, RSVP tracking, catering, name tags, etc.
- Interface with high level scientists/chief executives on logistics related to their appearances at donor cultivation events
DONOR RESEARCH
- Build strong research profiles on donors – both short thumbnails and extensive research, depending on the need
- Support the Executive Director and Donor Relations Officer with projects related to major giving prospects and other special projects as assigned
- Become a key source of donor information for Chapter staff and the executive team
- Maintain an accurate record of Board Member giving and solicited donations