Administrative Assistant, Donor Communications

GENERAL SUMMARY:

The Administrative Assistant provides essential administrative and office support to the Director of Development & Strategic Partnerships and the Office of Fund Development. This role ensures smooth day-to-day operations, maintains organized records, and supports internal processes.

ESSENTIAL FUNCTIONS:

Administrative Support

• Manage calendars, schedule meetings, and coordinate travel arrangements for the Director of Development & Strategic Partnerships.
• Prepare routine documents, reports, and presentations as directed.
• Organize and maintain office files, both electronic and physical, including confidential records.
• Process invoices, expense reports, and purchase orders in accordance with organizational policies.
• Coordinate logistics for meetings, including room reservations, materials preparation, and catering.

Donor Communications

• Draft, prepare, and distribute donor acknowledgment letters, gift receipts, and stewardship correspondence in a timely manner.
• Coordinate mass mailings and personalized communications to donors and prospects.
• Assist with the preparation of donor impact reports, newsletters, and campaign updates.
• Respond to donor inquiries by phone and email, routing complex matters to appropriate staff.
• Support the development and maintenance of donor communication templates and style guides.

Database & Records Support

• Enter and maintain accurate donor and constituent records in the donor management system (CRM).
• Pull reports and lists as requested by staff.
• Assist with data maintenance processes such as updating records and resolving duplicates.
• Support accurate tracking and documentation of gifts for internal records and compliance purposes.

Office Coordination

• Serve as a point of contact for incoming calls, mail, and general inquiries.
• Order and maintain office supplies and equipment.
• Coordinate division meetings and internal events.
• Support onboarding logistics for new team members, including workspace setup and scheduling.
• Other duties as assigned.

Reports directly to DIRECTOR OF DEVELOPMENT & STRATEGIC PARTNERSHIPS

Education/Technical Knowledge:

One year of college, business, technical or specialized schooling or accredited apprentice training to have knowledge or technical or vocation theory and principles.

Additional Skills Needed:

1. Basic office skills to include ability to file alphabetically and numerically.
2. PC skills to include MS Word, Excel and Access as well as HRIS database maintenance.
3. Customer service telephone skills.
4. Must have excellent organizational skills.

Experience:

3 years up to 5 years

Supervision of Others:

This position involves no responsibility of authority for the direction of others.

Problem Solving:

Involves the investigative the investigative and analysis of information readily available, interpreting data, planning ahead in the complete layout of work for others.

Impact of Decisions:

Work involves opportunities for judgmental errors which would result in substantial added costs or reduced efficiency within and between functional units until corrected – usually requires longer time.

Internal and Public Contacts:

Within the organization with persons up to and including same level on matters which could be controversial and which require cooperation and/or approval, and/or outside organization involving services and/or general business, but where unusual problems would be resolved by incumbent’s superior.

Physical Factors and Working Conditions:

Works within a well-lit, air-conditioned office environment. Work requires long periods of standing and may require frequent bending or stooping related to filing duties. Work is administrative in nature and requires no heavy lifting but may require some repetitive motion such as typing on a keyboard. The employee frequently is required to stand; walk; sit; use hands and fingers; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. The noise level in the work environment is usually moderate. Reasonable accommodation may be made to enable individuals with disabilities to perform the physical demands of the job.