POSITION: Special Assistant to Development and Database Services
TEAM: Development and Finance & Administration
REPORTS TO: Vice President, Development and Database Services Officer

SUMMARY

The Special Assistant to Development and Database Services provides high-level administrative and project support for the Vice President, Development, ensuring the executive is organized and prepared for Council activities. This position also serves as a member of the database team, ensuring the Council is maximizing efficiency and capitalizing on the full features and benefits of Salesforce and integrated applications.

RESPONSIBILITIES

  • Complete a broad variety of administrative tasks for the VP including: managing active calendars of meetings and schedules, handling the information flow in and out of the VP’s office, and proactively research, prioritize, and follow up on inquiries and determine appropriate course of action, referral, or response
  • Assist the VP in creating development team meeting agendas and post-meeting action items, monthly fundraising reports, preparing slide decks and presentations for individual fundraising meetings and development committee meetings, and providing administrative support to the development team
  • Responsible for entering contributions into Salesforce, reconciling accounts receivable reports, and managing the Council’s annual donor listing
  • Assist database team in triaging Salesforce needs including: ongoing support requests logged in Salesforce, merging duplicate records and identifying technology solutions to reduce duplicates, testing data entry processes by reviewing, correcting, deleting, or reentering data, preparing and uploading data from external files, and monitoring/updating Salesforce and Cvent error logs
  • Work with Council teams to help develop Salesforce reports, dashboards, and homepages
  • Assist in planning and executing the Council’s annual Global Leadership Awards Dinner with duties including: tracking and processing pledges and gifts, working with the communications team on email blasts, event invitations, and Dinner support, acting as point of contact for constituent requests and questions, and mailing tax contribution letters
  • Complete expense reports and other accounting/budgeting reconciliation
  • Provide back-up reception desk coverage to relieve the Reception and Office Coordinator in meeting/greeting Council constituents and handling incoming calls
  • Provides support at Council events approximately 3-4 times monthly (registration, ushering, etc.), requiring some early morning and evening hours
  • Perform other projects as assigned
     

QUALIFICATIONS

  • A bachelor’s degree and 2+ years of relevant experience, preferably supporting a senior corporate, nonprofit, or think tank executive and experience with data and analytics
  • Extensive knowledge of and experience using MS Office: Outlook, Word, Excel, PowerPoint (MS Office 2013/2016 version preferred)
  • Strong computer software and analytics skills, including experience with Salesforce; experience with other databases and/or customer relations management software (SQL, Tableau, Google Analytics, R, SPSS, or similar tools a plus)
  • Excellent verbal and written communication skills; superb interpersonal skills with the ability to communicate with people of all levels using courtesy and discretion 
  • Natural problem-solver, great initiative, and proactive spirit (e.g. the ability to anticipate executives’ needs)
  • Excellent organizational and multi-tasking skills with strong attention to details and the ability to meet tight deadlines
  • Ability to work effectively and efficiently under pressure in a fast-paced, demanding environment with conflicting and changing priorities; juggle multiple tasks and requests in a mature and calm manner
  • Team player and willingness to collaborate with colleagues. Demonstrated interest and/or background in fundraising/database management/international affairs


The Chicago Council on Global Affairs is an independent, nonpartisan membership organization that provides insight – and influences the public discourse – on critical global issues. We convene leading global voices, conduct independent research, and engage the public to explore ideas that will shape our global future. The Council is committed to bringing clarity and offering solutions to issues that transcend borders and transform how people, business, and governments engage the world. Learn more at thechicagocouncil.org and follow @ChicagoCouncil. 

TO APPLY

Please email a cover letter and résumé as Word documents to hr@thechicagocouncil.org. Other career opportunities can be found on the Council’s website at www.thechicagocouncil.org. EOE