Advancement Assistant [Development, Donor Relations, Administrative Support, Fundraising Support]

Description

Join Catholic Charities as an Advancement Assistant and help create a welcoming, well-organized experience for donors and community partners. In this role, you will support donor engagement efforts, coordinate communications and scheduling, and ensure every interaction reflects the care and professionalism at the heart of our mission. This is a great opportunity for someone who is proactive, detail-oriented, and energized by supporting a team and contributing to work that makes a meaningful difference in a fast-paced, mission-driven environment.

Requirements

Education & Experience

• Bachelor's degree in a related field preferred, with 2+ years full-time relevant experience.
• Alternatively, an Associate's degree in a related field with 2+ years of full-time relevant experience.
• Experience in a non-profit setting is a plus but not required.

Core Competencies & Requirements

Communication & Relationship Management

• Exceptional verbal and written communication skills. Demonstrates the ability to form and nurture positive relationships with donors and co-workers while anticipating communication needs and responding proactively.
• Demonstrated ability to apply culturally appropriate skills in interactions with clients, co-workers, volunteers, partner agencies, and other community members.
• Discretion: Ability to handle sensitive financial information and maintain strict donor confidentiality.

Work Style & Execution

• Demonstrated self-starter with the ability to work independently with little supervision, bringing a proactive and anticipatory mindset to daily responsibilities.
• Analytical and creative thinker with the ability to work efficiently and effectively in a fast-paced environment, anticipating needs and adjusting priorities as required.
• Ability and willingness to work within the established structure of Catholic Charities.

Technical & Operational Skills

• Tech Savvy: Proficiency in Microsoft Office 365 (Word, Excel, Outlook). Familiarity with donor databases (CRM) and Microsoft SharePoint is a major advantage, with a willingness to learn new tools, adapt quickly, and proactively use technology to anticipate and support team and donor needs.
• Organized: Maintains a "donor-ready" office environment at all times, including up-to-date materials and well-kept spaces. Ensure virtual systems and files are similarly organized, with a proactive approach to readiness and presentation.

Additional Requirements

• Occasional evenings and weekends are required to accommodate meetings and special events.

Essential Duties

Reception & External Relations (60%)

• Act as the primary gatekeeper for the fundraising office—answering phones, greeting scheduled guests, and managing the general "giving" email inbox, while proactively monitoring and anticipating incoming donor needs.
• Manage inquires and answer basic questions regarding donation methods, tax receipts, and upcoming events with a high degree of empathy, clarity, and foresight.
• Serve as the primary scheduling coordinator for all donor visits, cultivation meetings, and stewardship appointments for the MGO and CAO, proactively managing complex calendars with professionalism and efficiency.
• Research and prepare comprehensive donor briefing packets prior to each visit, including giving history, biographical information, relationship notes, past correspondence, and recommended talking points drawn from the donor database – anticipating informational needs of the gift officer and donor experience.
• Oversee the intake and output of donor correspondence, ensuring they are proactively sorted, routed and responded to appropriately.
• Assist in returning volunteer inquiries and proactively scheduling interviews on behalf of Director of Volunteer Services
• Act as primary contact for community donation drives benefitting Catholic Charities proactively supporting coordination and communication as needs arise.
• Assist in donor stewardship efforts, both ongoing and project-based, as requested.

Administrative & Gift Support (20%)

• Update donor contact information and record "touchpoints" (calls, mailings, visits, etc.) in Raiser’s Edge maintaining data accuracy through ongoing proactive review.
• Draft post-visit thank-you letters, personalized stewardship notes, and any follow-up correspondence for review and signature by the MGO or CAO within 24–48 hours of each meeting anticipating appropriate tone and donor context.
• Format and print pitch decks, grant applications, and proposals for the frontline fundraising team proactively preparing materials in advance of need whenever possible.
• Track and manage the MGO's and CAO's donor visit pipelines, maintaining an up-to-date moves management calendar that flags upcoming touchpoints, follow-up deadlines, and next steps to ensure no opportunity is missed.
• Manage mailing lists for multiple mailings throughout the year proactively maintaining list integrity and segmentation.
• Assist in identifying lapsed major donors or prospects for re-engagement based on database review proactively surfacing opportunities for renewed engagement.
• Manage department supplies, keeping inventory of branded "swag," stationery, and other materials to ensure readiness at all times.
• Prepare agendas, briefing materials, and supporting documents for all CAO meetings, including board development committee meetings.

Event & Campaign Assistance (20%)

• Support donor recognition activities including wall/plaque coordination, naming acknowledgments, and annual stewardship reports proactively ensuring recognition is timely and accurate.
• Coordinate logistics for identified donor and volunteer events, including invitation management, RSVPs, sponsorship details, seating arrangements, printed materials, and on-site support anticipating event needs before and during execution.

Work Environment

• This is an on-site in office position, not remote.
• A majority of the assigned duties are performed in an office environment.
• The employee is subject to both inside and outside environmental conditions.
• Reasonable accommodation can be provided to enable people with disabilities to perform the described essential functions of this position.

This description is not intended, and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with this job. It is intended to be an accurate reflection of the principal job elements essential for making compensation decisions.

Compensation

• The salary for this position is $22.50 - $24.50 / hour . Salary is determined based on the applicant’s incoming skills and experience, and the budget at time of hiring.

Position Classification & Schedule

• Nonexempt
• 30-hour, Monday–Friday position, scheduled during standard business hours. Typical hours will be 9:00 AM - 4:00 PM.
• Occasional evenings and weekends are required to accommodate meetings, and special events.
• Grant funded position: No

Benefits

• Paid Leave
  • 17 paid holidays annually (approximate, depending on calendar year)
  • 15 days of Discretionary Time Off (DTO) during your first year, increasing with seniority according to policy.
  • Spiritual Enrichment (2 hours monthly)
  • Your Birthday!
• Health & Wellness Benefits Options
  • Medical Insurance
  • Dental Insurance
  • Vision Insurance
  • Employee Assistance Program
  • $2,000 Dependent Life Insurance for spouse and each eligible child
• Income Protection
  • Short-term Disability Insurance after 30 days of employment
  • Long-term Disability Insurance after 6 months of employment
  • Workers’ Compensation Insurance
  • Life Insurance
  • $50,000 Term Life/AD&D (accidental death & dismemberment) Insurance
• Retirement Benefits
  • Pension Plan (6% of wages plus interest) with 20% vesting after each year of service
  • 403(b) Tax Deferred Annuities (TDAs)
• Other: We are a qualified Public Service Loan Forgiveness employer

Equal Employment Opportunity

Catholic Charities is dedicated to the principles of equal employment opportunity. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), color, national origin or ancestry, gender expression, sex, sexual orientation, gender identity, gender expression, religion, creed, national origin, pregnancy, childbirth or any related conditions, disability, marital status, military status, genetic information, or any other status protected by applicable federal, state, or local law. This prohibition includes unlawful harassment based on any of these protected classes. Unlawful harassment includes verbal or physical conduct which has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.

Applicants and employees need not be Catholic. However, all employees are governed by Canon Law or the teachings of the Catholic Church.

This employer participates in E-Verify and will provide the federal government with your I-9 Form information to confirm that you are authorized to work in the U.S.