Executive Assistant & Event Planner Job at College of Southern Maryland in La Pl

Salary : $52,769.00 - $89,707.00 Annually

Location : La Plata, MD

Job Type: Full-Time

Job Number: FY25-39

CSM Department: Office of the President

CSM Division: Development Office

Opening Date: 11/26/2024

Position Summary

Located 45 minutes from the Nation's Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) has been twice named in the top 150 community colleges by the Aspen Institute with academic programs in over 100 disciplines. CSM is among America's top 100 producers of Minority associate degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

The hiring salary for this position will be from the min to mid-point of the salary range.

The Executive Assistant & Events Planner is responsible for the administrative duties for the Development Department and the CSM Foundation. This position is the first point of contact for the office and serves as the liaison to the CSM Foundation Board of Directors. In addition, this position will serve as the events planner and is responsible for directing, managing, and planning fundraising, friendraising and stewardship events, which includes securing financial and in-kind sponsorships in all three counties, growing the volunteer base, and cultivating donors, alumni and employees. This position reports to the executive director of the CSM Foundation.

The College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

This position is open until filled. The College of Southern Maryland is an Equal Opportunity Employer.
Specific Duties and Responsibilities

Essential Functions:

• Manages department administrative, planning, and logistical functions.
• Reviews existing policies and initiates process changes to improve efficiency and effectiveness.
• Maintains Executive Director's calendar and coordinates activities.
• Acts as a point of contact and advises Executive Director of all timelines for tasks, and projects.
• Coordinates within the department and other college offices on status of tasks and initiates actions to ensure compliance with established deadlines.
• Serves as a power user of Raiser's Edge (donor database) by generating reports and queries and enters constituent data.
• Organizes/coordinates department meetings, conferences, recruiting meetings and interviews. Prepares materials, reserves conference rooms, arranges refreshments, and notifies participants.
• Coordinates activities with the President's Office and Board of Trustees.
• Ensures that all files are kept in accordance with CSM records retention policies.
• Orders office supplies and verifies shipments.
• Manages incoming and outgoing mail.
• Maintains office filing system.

Core Duties as liaison to the CSM Foundation Board of Directors
(Avg 20/25 board members, five standing committees):

• Advises Executive Director on the Foundation activity timelines and collaborates on developing agendas and materials for executive committee and quarterly board meetings.
• Responsible for managing and executing meetings, retreats, workshops.
• Manages repository of records and minutes of all meetings. To include, collecting and maintaining a schedule of director's signatures for Conflict of Interest policy and Roles and Responsibilities, and other documents as needed.
• Responsible for ensuring Foundation board policies and legal documentation are followed and handled in a timely manner; to include revisions and reaffirmations on an annual basis.
• Serves as conduit to ensure accurate information is provided to the directors, as appropriate.
• Assists CSM Foundation Board with fundraising campaigns, stewardship activities and student engagement.

Event Planning

• Plan and execute all major fundraising events.
• Consult with Foundation Directors, College Executives, Faculty and Staff to develop overall fundraising plans to include: logistics, budgeting, registration, attendee tracking, event materials and support, pre and post event evaluations.
• Requires close coordination with the Development and Marketing to ensure donor cultivation and stewardship. To include: communicating and managing Foundation marketing and public relations needs for campaigns, programs, events and donor recognition.
• Requires close coordination with student program areas to ensure student cultivation, increase scholarship participation, and volunteer assignments for scholarship recipients.
• Builds relationships across the Southern Maryland region to cultivate donors, alumni and employees.
• Budget responsibilities to include the development and expense tracking for all fundraising, friend-raising and stewardship events.
• Acts as the primary contract negotiator and contact for all event vendors.
• Oversees events module in Raiser's Edge database. To include: closing out events, conducting post-event debrief, updating donor information, and any follow-up required with stakeholders.
• Direct, recruit and manage volunteer event planning committees.
• Responsible for the creation and management of the monthly events calendar.
• Serves as the staff liaison for the Community Engagement and Special Events Committee, including organizing its meetings and activities.

Additional Duties:
Performs other related work as required.
Minimum Education and Training

• Associate degree required.
• Three years previous office experience, preferably with event planning

Minimum Qualifications and Standards Required

Knowledge, Skills, and Abilities:

• Experience with Microsoft Office Suite required.
• Ability to work independently, manage and prioritize multiple projects, and maintain a high degree of professionalism and confidentiality.
• Excellent written and oral communications skills.
• Good interpersonal skills and successful experience as a member of a team.
• Ability to work in a dynamic, fast-paced environment.

Physical Requirements:
The work is sedentary work which requires exerting up to ten pounds of force occasionally and/or negligible amount of force frequently or constantly.

Keep growing in your career at the College of Southern Maryland. CSM offers great benefits, beautiful campuses and a challenging environment. Check out why our employees give high marks to our benefits program

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