Development Administrative Assistant

Job Description

Job Description

Development Administrative Assistant

Reports to Chief Development Officer

MISSION

Bethesda Health Clinic’s mission is to be a Christ-centered ministry that provides affordable high-quality healthcare for hard-working, underserved East Texas families.

PROFILE

The Development Administrative Assistant plays an important role in supporting the work of Bethesda’s Development Department and CEO’s office. This position helps keep critical administrative, donor, and organizational activities moving efficiently while representing Bethesda with professionalism, warmth, and attention to detail.

Working closely with the Chief Development Officer and CEO, the Development Administrative Assistant provides administrative support, manages calendars and meeting logistics, assists with board and organizational activities, and supports special events and projects. A significant portion of this role is dedicated to Bethesda’s donor CRM, including gift processing, maintaining accurate donor records, donor correspondence, and supporting donor relations. 

The ideal person for this role is highly organized, dependable, and comfortable managing multiple priorities while maintaining accuracy and confidentiality. This individual demonstrates initiative and sound judgment, communicates professionally, and has a heart for serving others and supporting Bethesda’s Christ-centered mission.

CLASSIFICATION/SCOPE

This role is a full-time, non-exempt position. Typical work hours are Monday through Friday during regular business hours. Occasional work outside normal office hours or on weekends may be required based on events or organizational needs. 

The Development Administrative Assistant primarily works in an office environment and provides administrative support to the Development Department and CEO’s office. Local travel during the business day may occasionally be required. 

KEY RESULT AREAS

1. Donor Database & Gift Processing

• Process gifts and pledges accurately and maintain complete donor records within Bethesda’s donor CRM. 
• Establish new donor records and maintain accurate donor contact and account information. 
• Credit gifts to the appropriate constituent and accurately assign gifts to the appropriate fund, appeal, campaign, or soft credit. 
• Create and distribute gift acknowledgment letters and honorarium/memorial cards. 
• Respond to donor inquiries and assist with maintaining positive donor relationships. 
• Maintain the confidentiality and security of donor information. 

2. Development Department Support

• Provide day-to-day administrative support to the Chief Development Officer and Development Department. 
• Assist with expense reports, correspondence, documents, reports, presentations, and other departmental needs. 
• Assist with researching prospective donors, compiling relevant information, and preparing summary reports. 
• Support special projects and initiatives that advance Bethesda’s development efforts. 

3. CEO & Executive Support

• Provide administrative support to the CEO as needed. 
• Manage calendars and coordinate meetings and appointments for the CEO, Chief Development Officer, and others as assigned. 
• Prepare and organize documents, reports, presentations, and other materials for meetings. 
• Draft and proofread correspondence with a high level of accuracy and professionalism. 
• Exercise discretion and sound judgment when handling confidential or sensitive organizational information. 

4. Board & Meeting Support

• Assist with administrative preparation and coordination for board meetings. 
• Prepare agendas, take meeting minutes, and assist with follow-up on action items. 
• Organize materials and other accommodations necessary to support effective meetings. 

5. Events & Special Projects

• Assist with planning and coordinating special events. 
• Support Development and organizational projects as assigned. 
• Assist with event materials, supplies, logistics, and other administrative needs. 
• Participate in occasional evening or weekend activities when required. 

6. Administrative Excellence & Organization

• Maintain accurate records, files, reports, and administrative documentation. 
• Organize and prioritize work effectively while managing multiple deadlines and competing priorities. 
• Use standard office technology, spreadsheets, databases, word processing applications, and donor management software effectively. 
• Maintain a professional and courteous demeanor when interacting with donors, staff, board members, community partners, and others representing Bethesda. 
• Protect confidential donor, patient, employee, and organizational information. 

8. Other Duties as Assigned by Supervisor or CEO

• Support additional administrative responsibilities and special projects as organizational needs arise. 
• Provide support across Development and the CEO’s office as assigned. 
• Adapt to evolving organizational priorities while maintaining accuracy, professionalism, and confidentiality. 

QUALIFICATIONS

• High school diploma or GED required. 
• Administrative experience in a nonprofit environment preferred. 
• Strong organizational, time management, communication, and attention-to-detail skills. 
• Self-motivated with the ability to manage multiple priorities and deadlines efficiently. 
• Strong written and verbal communication skills. 
• Ability to accurately prepare and maintain records, files, reports, and correspondence. 
• Proficiency with standard office equipment and computer applications, including word processing, spreadsheets, and database/CRM systems. 
• Ability to learn and effectively use donor management software. 
• Ability to exercise initiative, independent judgment, and discretion. 
• Ability to maintain strict confidentiality when handling sensitive donor, patient, executive, and organizational information. 
• Ability to perform work in an office environment, including prolonged periods of sitting and computer use. 
• Ability to move throughout organizational facilities and occasionally lift or move materials weighing up to 30 pounds. 
• Ability to travel locally during the business day as needed.