Admin Associate, Development

Smile Train is the world’s leading cleft focused organization. Our goal is to transform the lives of every person impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide our patients with free, life-changing, comprehensive cleft treatment. Our sustainable model has allowed us to reach more than 2 million children in 90+ countries in the past 25 years, and we still feel like we’ve just started. We are truly changing the world one smile at a time! Make a Difference! The Associate supports the efficiency and effectiveness of fundraising operations, database management, logistics, and operational functions of the development department. Responsibilities include primary lead for the development team, collaborating with the donor database team. Providing pre/post event logistical support, coordinating projects, and tracking timelines. This role involves close collaboration across internal teams, including Major Gifts, Mid-Level, Planned Giving, Foundations, Corporate Partnerships, and Strategic Partnerships, to support fundraising efforts and enhance donor engagement. The Associate must prioritize multiple tasks and meet deadlines in a fast-paced environment. As a core member of a 14-person development department, the Associate focuses on executing essential processes for fundraising, special events, and systems support. This position is ideal for someone looking to advance their career in nonprofit development while gaining experience across various fundraising disciplines. This is a full-time, hybrid role based in New York City (in office 2x per week). Reports To Vice President, Development Key Responsibilities Utilize strong project management skills and familiarity with Asana to work cross-functionally and create and manage project timelines. Ensure timely follow-up and manage and track activities as needed in Salesforce. Support and collaborate with the database team on donor database operations. Process gifts, acknowledgments, and donor data management. Provide logistical and administrative support for fundraising events. Manage cross-department projects and timelines. Assist in the execution of fundraising appeals and engagement campaigns. Provide administrative support, including processing invoices and contracts. Collaborate with finance and fundraising teams on donor impact tracking and revenue analysis. Detail-oriented and proactive, with exceptional organizational and project management abilities. Ability to collaborate effectively and efficiently with teams across the organization. Operational Efficiency and Project Coordination Support the development team in maintaining project timelines, tracking deliverables and ensuring deadlines are met. Assist in developing internal processes to streamline workflows and enhance cross-departmental collaboration. Prepare reports, dashboards and presentations to support fundraising initiatives. Act as a liaison between development teams, ensuring alignment on priorities and initiatives. Provide cross-departmental support, as needed. Development Operations & CRM Management and Reporting Serve as the department lead for CRM reporting, data entry, and donor tracking. Maintain donor database accuracy, including major gifts, planned giving, and corporate/foundation grants, and assist with reporting needs. Process estate gifts, stock transfers, and corporate matching gift transactions. Process gifts, pledges, and acknowledgments in a timely manner. Generate donor lists, reports, and analysis to support cultivation and stewardship activities. Work with data management team to align database best practices. Event Logistical Support Partner with the Stewardship Manager in planning and executing fundraising and stewardship events, including donor receptions and webinars. Coordinate event logistics, including vendor management, venue setup, guest lists, and follow-up communications. Support event invitation outreach and track RSVPs to ensure seamless donor engagement. Departmental Support Across Development Teams Major Gifts & Mid-Level Giving: Provide research and briefing materials for donor meetings, assist with donor communications, and track global activities in Salesforce. Support donor-giving programs/societies. Planned Giving: Support marketing outreach efforts, maintain prospect lists, and work with the PG senior manager to process contracts promptly and liaise with legal. Respond to inquiries, process and track transactions and acknowledgments for stock transfers and IRA/QCD gifts. Foundations & Corporate Partnerships: Assist in drafting donor impact reports, track grant deadlines, and maintain a repository of funder materials. Track grant deadlines and collaborate with the grants and Finance teams. Strategic Partnerships: Support partnership cultivation efforts, scheduling, and coordination of collaborative cross-department initiatives. Special Projects Support donor recognition activities and initiatives (e.g., special events, donor signage, etc.) as requested. Support efforts to develop and execute a donor membership program. Assist with special projects as requested. Candidate Profile The ideal candidate is a highly organized, detail-oriented professional who thrives at the intersection of fundraising operations, project management, and cross-team collaboration. They are proactive, system-minded, and energized by supporting multiple fundraising efforts in a fast-paced, impact-driven nonprofit environment. This person is a natural coordinator, someone who enjoys managing timelines, tracking deliverables, and ensuring nothing falls through the cracks. They bring strong project management skills (ideally with Asana) and are comfortable juggling multiple priorities while consistently meeting deadlines. They take pride in operational excellence and understand how strong systems and processes directly support donor relationships and fundraising success. The ideal candidate is also data-savvy and tech-forward, with hands‑on experience working in a CRM such as Salesforce. They value data accuracy, understand the importance of clean donor records, and are confident generating reports, donor lists, and dashboards to support fundraising strategy, stewardship, and leadership decision-making. Experience or interest in donor research tools (e.g., iWave, WealthEngine) is a plus. Collaboration is central to their working style. They communicate clearly, build trust across teams, and enjoy acting as a connector between functions, including Major Gifts, Mid-Level Giving, Planned Giving, Foundations, Corporate Partnerships, Finance, and Data. They are comfortable providing administrative and logistical support while also contributing to process improvement and strategic execution. Above all, the ideal candidate is eager to grow in nonprofit development. They are curious, adaptable, and motivated to gain exposure across multiple fundraising disciplines. They understand the value of execution, accountability, and teamwork, and they bring a positive, solutions-oriented attitude to their work each day. This role is well-suited for someone looking to build a long-term career in development operations while becoming a trusted, go-to partner within a collaborative, high-performing development team. Required Education and Experience 2+ years of experience in nonprofit development, fundraising, or administrative support or relevant experience. Strong organizational and project management skills with keen attention to detail. Experience working with donor databases (Salesforce, Raiser’s Edge, or similar CRM), Asana, and Microsoft Suite. Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment. Excellent written and verbal communication skills. Strong analytical skills and proficiency in Microsoft Office Suite (Excel, PowerPoint, Word). Self-starter, able to work with little supervision and strong self-initiative skills. Bachelor's degree or relevant work experience. Detail-oriented, independent thinker. Team player with a good sense of humor. Compensation $50,000 - $55,000 USD annually Smile Train team members enjoy a full range of innovative benefits Travel 5% Smile Train is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply. #J-18808-Ljbffr Smile Train