Description
The Administrative Assistant is a critical member of the team, providing administrative and logistical support to the VP of Philanthropy, and account management support to fundraising leadership and staff.
Support to the VP of Philanthropy - (25%)
- Support the daily workflow of the VP of Philanthropy including handling appointments and complex calendar management
- Coordinate travel as needed, potentially including travel briefs, flights, accommodation, and ground transportation
- Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval
- Provide finance operations support including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed
Fundraiser Support (50%)
- Partner with assigned frontline fundraiser to keep donor and prospect portfolios organized and up to date, tracking next steps, deadlines, and follow-ups that support cultivation, solicitation, and stewardship plans
- Enter and maintain accurate donor, prospect, and portfolio data in Salesforce, including portfolio assignments, contact and activity records, contact reports, and giving proposals
- Draft and prepare correspondence and donor-facing materials for fundraiser review
- Prepare materials, agendas, and briefings for external donor and prospect meetings and for internal strategy meetings
- Track stewardship and reporting requirements and timeframes for assigned donors
- Support gift and payment processing, ensuring payment documentation is complete and compliant with IRC and donor policies and procedures
Department Administrative support and Coordination (25%)
- Schedule department/team meetings included reserving conference rooms and setting up IT for meetings
- Manage onboarding materials for new staff
- Maintain and update key team-wide materials
- Coordinate staff offboarding logistics
Requirements:
- Bachelor’s degree preferred but not required
- At least one year in a fast-paced office setting
- Experience working in a non-profit development department
- Experience with a CRM database such as Salesforce
- Solid Microsoft Office, database management, and Adobe Acrobat Pro experience
- Strong writing skills, with the ability to draft clear, polished correspondence and materials for review
- Ability to track multiple deadlines and commitments across a portfolio and follow through without reminders
- Excellent interpersonal and communication skills
Benefits:
- Comprehensive and competitive benefits package
- 10 paid sick leave
- 10 U.S. holidays
- 20-25 generous paid time off based on role and tenure
- Medical insurance starting at $163/month
- Dental starting at $6.50/month
- Vision starting at $5/month
- Flexible spending accounts
- 403(b) retirement savings plan with employer match
- Disability and life insurance
- Employee Assistance Program (EAP)