Description

The Corporate Secretary & Planned Gift Administrator will play a vital role in supporting the Foundation by handling a variety of administrative tasks for the Executive Director. Key responsibilities include managing events and board activities, taking minutes during board meetings, and overseeing the Foundation's legal documents. This position will also collaborate closely with Chautauqua Institution’s Office of Advancement to prepare gift agreements and manage planned gift administration, tracking the progress of gift expectancies and facilitating the estate execution process. Additionally, this role serves as an officer of the Foundation.

Duties and Responsibilities

• Provide diverse, detailed, thorough, and thoughtful administrative support to the Executive Director.

• Manage calendar for the Executive Director, as well as Foundation events and meetings.

• Coordinate with the Office of Advancement and the President’s Office to make sure all events and meetings are properly scheduled.

• Support governance process and interactions/work of the board, its committees, and members.

• Maintain professional working relationships and provide administrative support to Chairman of the Board, Board of Directors, Board Committee Chairs, and all members the Board.

• Possess personal integrity and the ability to appropriately handle confidential and sensitive information.

• Communicate notifications, assemble reports, produce/distribute minutes, coordinate set-up and location for board meetings.

• Coordinate with the President’s Office to provide information for meeting material for the Foundation and Institution Board meetings.

• Function as coordinator for Foundation events such as the membership meeting, Board dinners, and miscellaneous events held by the Foundation or in conjunction with the Office of Advancement.

• Follow established procedures for record-keeping, including resolutions, minutes, policies, and all records of archival and historical significance.

• Maintain membership listings and adhere to notification requirements.

• Function as an official signatory for the Foundation as assigned.

• Coordinate communications and updates to the website with the Marketing Department. Use advanced writing skills to efficiently and accurately draft professional communications.

• Proofread and correct draft materials for grammar, punctuation, and spelling for error-free work.

• Function as the ‘first point of contact’ for the Foundation, answering the main phone as well as on behalf of other Foundation Staff and greeting office visitors in a professional, warm and vibrant way.

• Ensure requests receive prompt, courteous responses and provide information within the scope of knowledge and/or refer inquiry to appropriate point of contact.

• Prepare charitable gift annuity (CGA) and pooled life income fund (PLIF) agreements, exhibits and addenda.

• Maintain CGA, PLIF, planned gift commitment, and estate files in collaboration with the Planned Giving Officer in the Office of Advancement.

• Track estates in progress, communicating with attorneys and professional advisors as necessary, and ensuring timeliness and accuracy of distributions.

• Review and prepare planned gift documentation for signature, including planned gift acknowledgement letters.

• Respond to inquiries from donors, attorneys, or Advancement staff regarding planned gifts.

• Prepare and review forms to record planned gifts and file the applicable documentation.

• Coordinate and lead regular planned gift team meetings between Advancement and the Foundation.

• Assist with the production of planned gift marketing materials.

• Prepare and track endowment fund agreements from the beginning of the process through execution of the final agreement, coordinating with colleagues in the Office of Advancement.

Education Requirements

• Bachelor’s degree in Business, Law, Communications, or a closely related field. Candidates with an equivalent combination of education/work experience will also be considered.

Experience Requirements

• 3-5 years related work experience in professional administrative, legal assistant, fundraising, or similar experience; preference will be given to candidates with this combination of experience in a non-profit fundraising environment.

Knowledge, Skills, and Abilities

• Excellent interpersonal and professional communication skills (written/verbal) to interact with internal management and staff at all levels, as well as patrons, donors, and board members.

• Working knowledge of fundraising ‘best practices’/logistics and terminology to communicate effectively.

• Exceptional attention to detail with the ability to make quick decisions, take initiative, and prioritize multiple tasks in a fast-paced, high-demand environment.

• Active learning and listening skills to understand the implication of new information for current/future problem-solving and decision making as well as asking questions as appropriate.

• Selective attention to concentrate on a task without being distracted.

• Perceptual speed to quickly and accurately compare similarities/differences among sets of letters, numbers, objects, pictures, or patterns.

• Proficiency in various computer applications, including Microsoft Suite, and SharePoint/One Drive.

About Chautauqua Institution

Chautauqua Institution (https://chq.org/) is a not-for-profit global convener of dialogue on the most significant issues of the day through engagement across four pillars: the arts, education, religion, and recreation. The Chautauqua community is located on the shores of Chautauqua Lake in southwestern New York State. It comes alive each summer with a unique mix of visual and performing arts, lectures, interfaith worship/programs, and recreational activities. Chautauqua Institution owns and operates Chautauqua Hotel Company (https://chq.org/discover-chautauqua/accommodations/athenaeum-hotel/) , a comprehensive hotel, food and beverage, conferencing, and events organization. The Institution’s office in Washington, DC, is strategically located to play an ongoing role in the nation's cultural conversations.

About Your Department

Chautauqua Foundation exists to support the Chautauqua Institution through the preservation, the appropriate use, and the growth of endowment funds.

About Your Work Schedule & Location

This position is at Chautauqua Institution’s main campus in Southwestern New York (Chautauqua County) (https://www.choosechq.com/live-chq/) . The schedule is full time and may include daytime and evening hours, weekdays, and weekends, especially in the busy summer operating season and for certain time periods near board meetings. The position will be based on the main campus in Chautauqua, New York, but may require some travel. This position offers a hybrid work arrangement, which provides a blend of onsite work and work from home, but candidates are not eligible to work fully remote.

Total Rewards for Our Talent

Compensation for this position starts at $61,000 and with demonstrated experience and qualifications, candidates may earn up to $75,000.

Chautauqua Institution’s competitive compensation and benefits include national health insurance with Highmark, flexible spending (or health savings) account options, dental and vision insurance, complimentary life insurance, wellness incentives, fitness options, an employee assistance program, and supplemental life insurance and long-term disability options. The Institution supports planning for retirement through a discretionary employer retirement contribution, which has recently been 10% of gross compensation following a designated service period.

About the Referral Program

Chautauqua Institution’s Referral Bonus Program (https://www.chq.org/wp-content/uploads/2022/03/Referral-Bonus-Program-3-8-22.pdf) is a talent solution to recruit, develop, and retain a diverse workforce that encompasses all the skills and experience necessary to deliver on our goals and objectives. Chautauqua Institution will provide a $500 referral bonus (less taxes) for active employees referring a new candidate who is hired and remains employed for at least 90 days from the first physical date of work. In the case of seasonal positions working less than 6 months, the new candidate must remain actively employed for at least 30 days from the first physical date of work and until the closing date of the season. The closing date of the season is the last Sunday in August.

Discovering Your Chautauqua Experience

Our talent will engage with our mission, vision, and diverse communities in countless ways, and you are invited to immerse yourself in our programming as a gateway to this experience. Employees will receive a traditional Chautauqua gate pass, free of cost, which provides access to many of our programs at the Amphitheater. In addition to a conventional gate pass, employees and their families will receive full online access to our current and historical programs at CHQ Assembly (https://assembly.chq.org/) .   

Our Commitment to IDEA

Chautauqua Institution values Inclusion, Diversity, Equity, and Accessibility (IDEA) (https://www.chq.org/about/idea/) as a priority in our strategic plan, 150 Forward (https://150fwd.chq.org/) .   One of our five core values is “The dignity and contributions of all people.” We are committed to creating conditions where everyone can engage as complete and valued participants in the Chautauqua experience. The Institution is an equal-opportunity employer committed to equitable and inclusive hiring practices. Applicants and employees will not be discriminated against based on any status protected under federal, state, or local law. We especially welcome applications from those who can demonstrate experience, engagement, and professional expertise in IDEA.

Joining Our Talent Community

Join our talent community online at CHQ.org/employment. You are encouraged to learn more about Chautauqua Institution at CHQ.org and view the 150 Forward Strategic Plan at 150fwd.CHQ.org.

Qualifications

Skills

Preferred

• Administrative Support: Advanced

• Collaborating: Intermediate

• Donor Relations: Some Knowledge

• Events Management: Some Knowledge

• Fundraising: Some Knowledge

• Interpersonal Skills: Intermediate

• Microsoft Office: Intermediate

• Multitasking: Intermediate

• Problem Solving: Intermediate

• Relationship Management: Intermediate

• Scheduling: Intermediate

• Self-Direction: Intermediate

• Task Management: Intermediate

• Teamwork: Intermediate

• Computer Application Skills: Intermediate

• Communication: Advanced

Behaviors

Preferred

• Team Player: Works well as a member of a group

• Dedicated: Devoted to a task or purpose with loyalty or integrity

• Enthusiastic: Shows intense and eager enjoyment and interest

• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well

Motivations

Preferred

• Self-Starter: Inspired to perform without outside help

• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization

Education

Preferred

• Associates or better in Law

• Bachelors or better in Communication

• Bachelors or better in Business Administration

Experience

Preferred

• 3-5 years: work experience in professional administrative, legal assistant, fundraising, or similar experience; preference will be given to candidates with this combination of experience in a non-profit fundraising environment.