Development & Administrative Coordinator

The Development & Administrative Coordinator, Easterseals Hawaii provides day-to-day administrative support to the Development team including, gift processing, event, as well as office support for Easterseals Hawaii. This is a support-level role: the Coordinator executes established processes, maintains accurate donor and financial records, and keeps the office and development activities running smoothly under the direction of development leadership. A portion of the role — roughly 20% of the position — provides administrative support to the Chief Executive Officer.

• Receive, open, log, and secure all incoming mail, including checks, cash, and in‑kind gift documentation.
• Process and record all donations accurately and works with the Operations team to insure donations are logged in the donor database within established timelines, including checks, credit card gifts, cash, online gifts, pledges, matching gifts, and stock or in‑kind contributions.
• Prepare check deposits and deliver or transmit deposits in accordance with organizational cash‑handling and internal control procedures.
• Reconcile gift records with Operations on a regular schedule and research and resolve discrepancies.
• Maintain confidential donor and financial files in compliance with organizational policy and applicable regulations.

• Enter and maintain accurate, up-to-date donor and prospect records in the donor database, including contact updates, coding, and gift history.
• Run and distribute standard fundraising reports, mailing lists, and donor lists as requested.
• Support donor stewardship activities, including thank‑you calls, correspondence, mailings, recognition lists, and anniversary or milestone tracking.
• Provide production support for appeals, campaigns, newsletters, and donor communications, including list preparation, proofreading, mail merges, assembly, and mailing.
• Assist with the preparation and assembly of grant application materials, proposals, sponsorship packets, and impact reports.
• Maintain development calendars, deadline trackers, and filing systems for grants, appeals, and donor touchpoints.
• Other duties as requested

• Provide logistical and administrative support for fundraising and community events, including venue and vendor coordination, supply ordering, and materials preparation.
• Maintain event registration lists, RSVP tracking, guest and table assignments, name badges, and check‑in materials.
• Work with Development staff to track and record event sponsor ships, ticket sales, auction items, and event revenue in the donor database.
• Work with Development staff to recruit, schedule, and support event volunteers; serve as an on‑site point of contact during events.
• Assist with event setup, breakdown, transport of materials, and post‑event follow‑up including acknowledgments and reporting.
• Compile post‑event data and summaries for review by development leadership.

• Serve as a welcoming first point of contact for the office: greet visitors, answer and route phone calls, and respond to general inquiries.
• Manage incoming and outgoing mail, shipping, and deliveries.
• Order, receive, and maintain supply needs for Development; track inventory and stay within budget guidelines.
• Schedule and set up meetings, including room reservations, technology setup, materials, and catering.
• Maintain organized physical and electronic filing systems, and support recordkeeping for the office.
• Process and submit invoices, check requests, expense reports, and credit card reconciliations for development and administrative expenses.
• Support onboarding logistics and general office needs for staff and visiting team members.