Administrative Assistant

Administrative Assistant, The American Chestnut Foundation

Position Summary:

The Administrative Assistant plays a central role in supporting the operational and fundraising infrastructure of The American Chestnut Foundation (TACF). This position is responsible for ensuring the accuracy, consistency, and effectiveness of donor data, gift processing, fundraising systems, and internal operational workflows. Working closely with the Development team and the Business Manager, the Administrative Assistant supports revenue operations, financial coordination, and organizational systems that enable TACF’s fundraising and mission delivery.

This role requires a high level of attention to detail, strong systems thinking, and comfort managing recurring, deadline‑driven operational work alongside process improvement and project support. The ideal candidate is proactive, reliable, discreet, and motivated by building and maintaining strong internal systems.

Position Location:

Asheville, North Carolina Reporting to:
Business Manager Salary Range (DOE): $49,000-$55,000 Work Environment:
On‑site with hybrid flexibility.

• Serve as a primary operator for TACF’s donor and membership database (Donor Perfect), maintaining accurate, up‑to‑date records and ensuring data integrity.
• Process and reconcile all gift types, including check, credit card, ACH, and stock donations, according to established schedules private and procedures.
• Prepare and distribute donor acknowledgments, receipts, and year‑end tax documentation in a timely and accurate manner.
• Administer monthly giving programs and support stewardship workflows in coordination with the Development team.
• Produce donor lists, giving histories, campaign reports, and ad‑hoc data requests to support fundraising strategy and analysis.
• Maintain and update donor‑facing fundraising tools and platforms, including Givecloud features and database structure as needed.
• Provide operational support for fundraising campaigns, including Giving Tuesday, donor challenges, special appeals, and membership initiatives.
• Support the execution of fundraising‑related events, including tracking, materials preparation, and follow‑up coordination.
• Assist with the operational aspects of branded merchandise sales, raffles, online auctions, and the annual wild‑type seed sale.
• Partner with Development and Communications staff to ensure fundraising systems, messaging tools, and donor workflows are aligned and functional.
• Support core office and operational systems that enable Development and Business functions to run efficiently.
• Assist with invoice processing, monthly reconciliation, documentation, and record keeping.
• Assist with management and maintenance of organizational subscriptions and accounts.
• Assist with software and account management.
• File, organize, and track MOUs and contracts, updating internal tracking systems to ensure visibility and compliance.
• Generate and submit monthly Pitney Bowes cost accounting reports to support financial oversight.
• Manage intake and processing of incoming mail related to donations, finance, and operations.
• Maintain organized digital and physical records, including donor, financial, HR, and organizational documentation.
• Track office inventory and coordinate ordering and facilities needs in support of staff operations.
• Assist with management and tracking of assets and maintenance of accurate record‑keeping.
• Manage the organizational calendar and support scheduling for fundraising, operational, and staffing needs.
• Assist with management of SharePoint internal file storage system.
• Track operational and development‑related action items, deadlines, and follow‑ups across teams.
• Create, document, and refine standard operating procedures for development operations, gift processing, and administrative workflows.
• Maintain and update institutional records, including board and committee directories, and chapter leadership information.
• Coordinate updates with the Website Administrator and other staff to пози ensure consistency across systems.
• Support HR‑related administrative processes, including employee onboarding and offboarding, in coordination with external HR consultants.