Executive Secretary of Development and Marketing

Position Type:
Office Professional/Executive Secretary

Date Posted:
5/13/2025

Location:
Communications

Date Available:
07/01/2025

Closing Date:
05/21/2025 Job Description

Position Title: Executive Secretary for Development & Marketing

Department: Lexington One Educational Foundation

Reports To: Executive Director of the Educational Foundation

FLSA Status: Non-Exempt

EDUCATION and/or EXPERIENCE:

• Two years of financial and marketing experience; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities
• Ability to travel independently (local)
• Preferred Qualifications:
  • Associate's Degree or higher in a relevant field
  • Evidence of advanced financial and marketing skills plus excellent written and electronic communication skills
  • Proficiency with Microsoft Office (Excel, Word), Google Suite, Adobe software, Canva
  • Demonstration of excellent customer service skills
  • Works positively, effectively, and ethically with business leaders, community members, district personnel, students and parents
  • Evidence of very strong organizational project management skills
  • Working knowledge of accounting techniques and principles

TERMS OF EMPLOYMENT:

8 Hours/230 Days

Support Staff Salary Schedule (Grade 10)

The terms of employment detailed in this job description are based on full time employment during the school year. Conditions of employment adjusted for part time employees or individuals who are hired for less than an entire school year.

GENERAL SUMMARY:

Under general supervision is responsible for providing direct administrative, secretarial, bookkeeping and marketing support to the Executive Director of the Educational Foundation. Maintains primary responsibility for detailed and accurate donor records and processes donations to the foundation in an accurate and timely manner using financial and Microsoft Office software. Works with the Executive Director to develop and lead PR/marketing efforts by creating and managing social media and website content.

ESSENTIAL FUNCTIONS:

• Supports and upholds the mission and strategic goals of Lexington County School District One and the LCSD1 Educational Foundation towards increased outcomes for students.
• Interacts, communicates and collaborates with all stakeholders (e.g. .g., donors, board members, district employees) effectively.
• Establishes a safe, supportive, positive and productive working and learning environment.
• Operates general office and technology equipment needed for daily activities.
• Maintains confidentiality regarding all employee and student information, in addition to all foundation documents and all donation information.
• Participates in all professional meetings and training sessions as required.
• Requests and maintains materials needed for daily responsibilities and essential functions; provides for safe storage and proper use of all tools, equipment and materials.
• Provides administrative support by performing such duties as answering, screening and directing phone calls, and answering questions and/or referring calls to the Executive Director regarding upcoming events, payment options, registration, etc.
• Provides direct assistance to the Executive Director that includes composing and/or typing letters of correspondence, proofreading, editing, providing fund information, and actively participating in meetings when necessary.
• Accurately receipts and processes donations and event payments to include data entry into the financial software system; maintains spreadsheets for all financial transactions, event registration, pledge payments and settlement; collects and records all financial transactions (cash, checks, online, and credit card donations) in hard copy files and online files; and makes bank deposits.
• Interacts consistently with the LCSD1 Finance Department employees concerning daily deposits; donations; online and credit card records; grant reports; and event settlement as needed.
• Manages the LEAP Annual Campaign record-keeping that includes 2500+ gifts or pledges to include creating campaign spreadsheets, verifying accuracy of data submitted by each school and/or department site, assisting LEAP reps. prior to and during campaign, submitting records to fiscal services, maintaining hard copies and digital copies of all pledges, and compiling/verifying campaign reports and annual campaign awards.
• Assists with meeting preparation by attending planning meetings; preparing meeting materials; securing refreshments; setting-up and cleaning-up meetings facilities.
• Assists the Executive Director with the preparation of special events, including pre-planning meetings; communicating with sponsors, speakers, attendees; event registration; decorating; and handling all payment/financial settlement.
• Leads marketing efforts by creating social media content using Canva and other software; updates and maintains social media schedule with posts on all platforms at appropriate times to gain visibility; updates content and manages website as needed; edits photos as needed for marketing purposes.
• Assists in the administration of scholarships and grants to include the processing of applications for committee review, appropriate handling of donations and awards, updating/sending award letters, maintaining files and spreadsheet entries, preparing quarterly financial reports to donors, and filing and maintaining scholarship recipient and donor records.
• Creates and maintains select financial and grant reports for year-end compilation and board meeting reports.
• Maintains a hard-copy office filing system for necessary records (scholarships; LEAP donations; copies of donation checks, etc.).
• Sends/receives correspondence for the foundation, and cross trains and serves as a backup employee to others in the department.
• Keeps track of all business-affiliated travels and completes a travel reimbursement form monthly.
• Selects, requests, and maintains an inventory of instructional aides, technology tools, equipment, and supplies needed for daily activities; provides for safe storage and proper use of all materials, tools, and equipment in office and in warehouse/storage location.
• Effectively masters use of personal technology devices and software applications for the management of pertinent information and communication.
• Performs other job-related duties as assigned

SUPERVISORY RESPONSIBILITY:

Responsible for materials and supplies budget(s) as assigned. Responsible for accurate inputting of monies into finance software and making all daily deposits as scheduled.

OTHER SKILLS and ABILITIES:

Ability to perform duties with awareness of all district requirements and Lexington County School District One Board policies.

Personal computer experience required. Strong knowledge of word processing, e-mail, spreadsheets, electronic file management, the internet, and reporting and presentation software. Ability to establish and maintain effective working relationships with students, staff and the school community. Ability to speak clearly and concisely both in oral and written communication. Ability to apply knowledge and current research and theory. Ability to organize and implement a flexible work schedule in order to meet reporting deadlines. Ability to self-monitor and manage multiple tasks while working individually and with members of a group. Ability to submit all requested reports and documentation in a timely manner and in accordance with scheduled deadlines. Some extended hours and multiple demands from several people are frequently required of the employee. Computer literacy required.

Conducts such duties as typing, data entry, preparation of donor and grant recipient correspondence and reports, double-check financial and grant reports for accuracy, handle preparation for small and large meetings, answer and respond to calls and emails in courteous and timely manager, greet visitors, assist with event planning, and handle pre-event and onsite event registration.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will occasionally lift and/or move up to 50 pounds such as boxes of materials. The employee will sometimes push/pull items such as furniture or boxes of materials.

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, listen and/or reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision. Occasionally the position requires the employee to work irregular or extended hours. Duties of the job require frequent use of a computer monitor and related equipment.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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