Development Admin Assistant

Administrative Assistant

Workshops for Warriors® is a non-profit founded in 2008. Its mission is to place veterans and wounded warriors into advanced manufacturing careers by providing them with industry-leading training, nationally recognized credentials, work experience, and job placement. Training is provided at no cost to veterans. We are rebuilding America's advanced manufacturing workforce, one veteran at a time with a team of passionate, enthusiastic professionals who want to make a difference in the lives of those we serve, their families, and our country.

The Administrative Assistant provides essential operational and administrative support to the development team, ensuring smooth day-to-day functioning of fundraising activities. Responsibilities include managing calendars, coordinating meetings, supporting donor communications, maintaining accurate records in the CRM, processing gifts, and assisting with reporting and donor acknowledgments. This role requires strong attention to detail, organizational skills, and the ability to manage multiple priorities while supporting a fast-paced, results-driven team.

Duties and Responsibilities

Calendar and Administrative Support:

• Manage and maintain calendars for development team members, scheduling meetings, calls, and appointments with donors, leadership, and internal staff.
• Coordinate meeting logistics, including preparing agendas, reserving rooms or virtual conference links, and distributing materials in advance.
• Provide general administrative support to the development team including correspondence, filing, supply management, and other day-to-day operational tasks.

Data Management and Reporting:

• Maintain accurate and up-to-date donor databases and records, ensuring confidentiality and compliance with data protection regulations.
• Generate reports and analyze data to evaluate fundraising efforts, donor trends, and campaign effectiveness.
• Provide regular reports and updates to Development Office regarding fundraising progress and outcomes.

Donor Communications and Acknowledgments:

• Support donor communications by drafting and sending acknowledgment letters, thank-you notes, and follow-up correspondence in a timely manner.
• Process incoming gifts accurately and ensure donors receive timely and appropriate acknowledgment in compliance with WFW gift acceptance policies.
• Serve as a point of contact for donor inquiries, routing questions and requests to the appropriate team member and ensuring prompt follow-up.

CRM and Reporting:

• Maintain accurate, up-to-date donor records in the CRM, including contact information, gift history, interaction notes, and pipeline reports while ensuring data integrity and confidentiality.
• All other duties as assigned.

Qualifications & Work Experience

To perform this job successfully, the candidate must be able to perform each essential duty satisfactorily (with or without accommodation). The requirements listed below are representative of the knowledge, skill, and/or ability required.

• Associate's or Bachelor's degree in Business Administration, Non-Profit Management, Communications, or a related field, or equivalent work experience.
• 1–3 years of administrative or coordination experience, preferably in a non-profit, fundraising, or development environment.

Required Skills/Abilities:

• Excellent verbal and written communication skills with the ability to craft compelling fundraising materials and effectively engage diverse stakeholders.
• Salesforce Experience preferred
• Strong working ability of Microsoft Office products (Excel, Word, PowerPoint, etc.)
• Superior organizational skills including attention to detail and time management.
• Ability to establish and nurture collaborative relationships at all levels, and identify needs and deliver solutions that achieve employee, team, and school goals and satisfaction.
• Ownership & Drive— ability to work in a fast-paced environment with strong follow-through and a focus on owning the outcome.
• Ability to effectively partner with leadership and colleagues to ensure deadlines are met, while navigating multiple priorities and deliverables.
• Dependability–Has exhibited the quality of being reliable and flexible to be available when needed.
• Unwavering commitment to transparency, accountability, and driving results for yourself, and your team members and stakeholders.
• Very people oriented, supports a positive working environment.
• Ability to work independently and as part of a team.

Important Notes Position Details: This is a full-time hourly (non-exempt) position (40+ hours/week). Pay: This pay does not include any opportunity for incentive compensation and is only reflective of the base pay for this position. The range of pay for this California-based position is $25.00 - $28.00 per hour. The actual compensation offer will carefully consider a wide range of factors including your skills, qualifications, experience, and location. Workshops for Warriors makes available comprehensive benefits after 30 days of employment. Options include Medical (50% employer contribution), dental and vision coverage (100% employer contribution), a 401k program with employer match, 8 paid holidays, Flexible work hours (position dependent), and paid time off. Dress code: Our office staff works in a business casual or relaxed business casual environment. Supervisory: No supervisory responsibilities. Physical Requirements: 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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; sit; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is regularly required to push, move, lift or otherwise bear 10-30lbs. Applications may include but are not limited to repetitive work using a computer keyboard, mouse and headphones while sitting and/or standing at an assigned work desk area. Work Environment: The employee works in an office/administration building in an urban industrial neighborhood. Other areas within the school are mixed use such as classrooms, welding, and machining areas. Employee may have additional environmental hazards such as: chemical, electrical, flammable, or mechanical in nature.

E-Verify Compliance Statement: Workshops for Warriors, Inc. participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system.

Policy for Discrimination, Harassment and Retaliation Prevention: Workshops for Warriors is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.

Workshops for Warriors is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, we have adopted and maintain this anti-discrimination policy designed to encourage professional and respectful behavior and prevent discriminatory and harassing conduct in our workplace.

Workshops for Warriors employees are expected to assume responsibility for maintaining a work environment that is free from discrimination, harassment, and retaliation. Employees are encouraged to promptly report conduct that they believe violates this policy so that we have an opportunity to address and resolve any concerns. Managers and supervisors are required to promptly report conduct that they believe violates this policy. We are committed to responding to alleged violations of this policy in a timely and fair manner and to taking appropriate action aimed at ending the prohibited conduct.

EEO Statement: Workshops for Warriors is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.

All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.