Administrative Assistant, Annual Fund, Development

Responsibilities

• Provides administrative support to the Individual Giving Unit, specifically the Annual Fund, ensuring efficient office operations and donor engagement.
• Manages incoming and outgoing correspondence, email inquiries, phone coverage, and information requests, escalating complex matters as needed.
• Coordinates seasonal solicitations, mass mailings, and preparation of donor informational packets and gift acknowledgment letters.
• Maintains and updates donor records in Raiser's Edge; organizes comprehensive paper and electronic filing systems, databases, and spreadsheets; analyzes data and generates reports as needed.
• Oversees vendor relationships, including coordinating with printers and designers, processing payments, and managing office supplies and inventory within budget parameters.
• Schedules and coordinates logistics for meetings and special events; prepares materials, manages travel arrangements, itineraries, and expense reporting for gift officers.
• Acts as lead administrative support for donor and prospect events, managing registration processes, segmenting event databases, preparing credentials, and coordinating event follow-up strategies across departments.
• Monitors budgets and grants, assists with budget development, tracks expenses, resolves discrepancies, and ensures financial compliance.
• Supervises, directs, or trains volunteers, interns, and temporary staff as needed.
• Ensures compliance with organizational policies and procedures; implements efficient administrative practices to support program goals.
• Pursues ongoing professional development to maintain knowledge of national trends and best practices.
• Performs other related duties as required, with occasional evening, weekend work, and travel for donor events.

• Bachelor's degree or equivalency of a high school diploma and five years of administrative experience.
• Proficiency with Microsoft Office including Outlook, PowerPoint, and Excel.
• Experience with collaboration tools (One Drive, Zoom, Teams, and/or others).

• administrative support
• data analysis
• budget management
• event coordination
• donor engagement
• vendor management
• record maintenance
• report generation
• compliance monitoring
• training and supervision

• organizational skills
• communication skills
• problem-solving
• attention to detail
• team collaboration
• time management
• leadership
• customer service
• adaptability
• professional development

• Bachelor's degree
• high school diploma