Executive Support Specialist

TITLE: Executive Support Specialist

REPORTS TO: Chief of Staff



DATE: January 10, 2022

OBJECTIVE: To provide administrative support for all areas of the Executive Office. 


Assist with the planning and execution of special events hosted through the executive leadership of the Society and Foundation.

Assist the Executive Office Manager with travel arrangements, meeting/event logistics, communications and scheduling.

Assist in executive communications, including comprehensive plans that ensure timely communications with other presidents, CEOs, donors, advisors, regional coordinators, staff, and other mission-critical relationships to the organization.

Assist with ordering, maintaining and taking inventory of office supplies and refreshments for the staff.

Assists with requests for meeting space and maintenance of the meeting room calendar and with the planning and execution of special events hosted through the executive leadership of the Society and Foundation.

Undertake other related duties to ensure smooth functioning of the Executive Offices.

Conducts the daily depositing, processing, and recording of all contributions to the Foundation. 

Ensures that gifts are processed and appropriate receipts are distributed to donors for tax-deductible contributions in an accurate and timely manner by completing the daily depositing, processing, and recording of all private contributions for Foundation programs.

Invoices sponsors and exhibitors once agreements have been reached.

Coordinates conference registrations; maintains knowledge of conference timelines and sponsorship deadlines; and coordinates logistical information for sponsors/exhibitors.

Ensures that the database consisting of alumni, donors, and friends of Phi Theta Kappa contains information that is current and accessible by supervising the maintenance of donor and alumni records in the membership database and manages the recordkeeping system for the Foundation.

Assures donor confidentiality as well as the confidentiality of projects undertaken by the Foundation and Alumni Relations by conducting all personal contacts and communications with donors in a professional manner.

Other duties as assigned.


  • Associate degree, or any equivalent combination of experience and training, which provides the knowledge, skills, and abilities necessary to perform the work.
  • Three years of related experience.
  • Proficiency in Microsoft Office products.
  • Professional written and verbal communication, organizational, and interpersonal skills.
  • Examine data to grasp issues, draw conclusions, and solve problems.
  • Clearly conveys and receives information and ideas.
  • Values and promotes diversity through equitable practices and inclusion of others.


This work environment is an office-like setting with moderate noise. 

  • Physical Exertion: The incumbent may frequently be required to lift approximately 10 pounds and/or occasionally up to 25 pounds. 
  • Vision: The incumbent must possess close, midrange, distance and peripheral vision; as well as the ability to identify colors, judge distances and adjust focus. 
  • Speaking/Hearing:  The incumbent must be able to give and receive information through speaking and listening. 
  • Motor Coordination:  The incumbent in this position is frequently required to:  use their hands and reach with their hands and arms.  The incumbent is occasionally required to: stand, walk, and stoop, kneel, crouch or bend. 


The physical requirements listed for this job are not exhaustive and additional requirements may be added as needed.  Corrective devices may be used to meet physical requirements. 


Phi Theta Kappa is committed to supporting a culture of inclusion, where all employees are empowered to be themselves and to make their most significant contribution to our mission. We work relentlessly to celebrate our

members and provide them with the tools they need to grow and thrive. We seek to be agile and responsive to the needs of our students, to be good stewards of our resources, and to approach our work with energy and creativity.


Phi Theta Kappa is committed to the elimination of unlawful discrimination in connection with all employment relationships, business operations and programs. Discrimination based on gender, family or marital status, race, color, national origin, military or veteran status, economic status, ethnic background, sexual orientation, gender identity, transgender status, genetic information or history, age, disability, political affiliation and cultural and religious backgrounds is prohibited.

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