Mission Advancement Operations Assistant

Mission Advancement Operations Assistant

We are seeking candidates for a Mission Advancement Operations Assistant to join the Guest House team.

The Mission Advancement Operations Assistant is the Board of Trustees liaison and provides high-level administrative, operational, and programmatic support to the Mission Advancement Director. This role is essential to the success of Guest House’s fundraising, donor stewardship, events, board operations, and digital engagement. The ideal candidate is highly organized, proactive, mission-driven, and comfortable balancing executive-level administrative work with hands‑on support for events, communications, and donor engagement initiatives.

This position plays a key role in advancing the mission of Guest House through excellent coordination, communication, and follow‑through.

• Assist the Board Chair and President/CEO with all Board of Trustees and committee meetings
• Prepare agendas and organize quarterly board materials
• Upload and manage board documents using OnBoard meeting software
• Support Board Trustees with communication, travel arrangements, and logistics as needed

• Serve as primary administrative support to Mission Advancement leadership
• Prepare, manage, and distribute correspondence, memoranda, reports, and presentations
• Coordinate special projects and assist with project tracking and timelines
• Schedule meetings, prepare agendas, and record and distribute meeting minutes
• Create PowerPoint presentations and other materials as needed
• Maintain organized physical and digital filing systems

• Assist the Mission Advancement Department with appeals, campaigns, and special initiatives
• Support donor and sponsor stewardship activities, including acknowledgements and follow‑up
• Enter accurate data into acknowledgment templates and CRM systems
• Print, assemble, and mail sponsor certificates, tax acknowledgment letters, and personalized thank‑you notes
• All staff monthly newsletters

• Assist with building and maintaining a year‑round social media content calendar
• Coordinate daily posting across active social media channels
• Create social media graphics and templates using Canva
• Schedule posts using Loomly or other social media management tools
• Gather and organize digital assets including photos, media, and campaign content

Provide coordination and hands‑on support for Guest House fundraising events, including but not limited to:

• Golf Classic
• Bishop’s Dinner
• Additional fundraising and mission‑related events

• Maintain accurate attendee and registration lists
• Confirm teams, table assignments, bib numbers, and guest details
• Coordinate with vendors and sponsors regarding materials and logistics

• Assist with event set‑up and tear‑down
• Coordinate signage, banners, registration materials, and supplies
• Support sponsors, guests, and vendors as needed
• Capture real‑time photos and content for social media

• Coordinate sponsor recognition across social media and website
• Archive photos, documents, and event records
• Track and confirm delivery of sponsor benefits
• Assist with fulfilling sponsor benefits and branded materials
• Communicate with sponsors to collect ads, logos, and promotional materials
• Organize and manage marketing and event inventory

• Knowledge of the Catholic Church
• Experience with On Board
• Familiarity with behavioral health and addiction recovery
• Understanding of nonprofit development and fundraising operations

• Strong written and verbal communication skills
• Excellent organizational skills with strong attention to detail
• Ability to manage multiple priorities and meet deadlines
• Experience with project management software
• Proficiency in Microsoft Office and web‑based applications
• Ability to work independently and exercise sound judgment

• Organization:
  Effectively manages time, priorities, and workflow
• Proactivity:
  Anticipates needs and takes initiative
• Communication:
  Produces polished, professional correspondence and communicates clearly
• Judgment:
  Demonstrates discretion, integrity, and sound decision‑making
• Mission Alignment:
  Demonstrates dedication to the mission and values of Guest House