Administrative Assistant, Donor Communications

GENERAL

SUMMARY:

The Administrative Assistant provides essential administrative and office support to the Director of Development & Strategic Partnerships and the Office of Fund Development. This role ensures smooth day-to-day operations, maintains organized records, and supports internal processes.

• Manage calendars, schedule meetings, and coordinate travel arrangements for the Director of Development & Strategic Partnerships.
• Prepare routine documents, reports, and presentations as directed.
• Organize and maintain office files, both electronic and physical, including confidential records.
• Process invoices, expense reports, and purchase orders in accordance with organizational policies.
• Coordinate logistics for meetings, including room reservations, materials preparation, and catering.

• Draft, prepare, and distribute donor acknowledgment letters, gift receipts, and stewardship correspondence in a timely manner.
• Coordinate mass mailings and personalized communications to donors and prospects.
• Assist with the preparation of donor impact reports, newsletters, and campaign updates.
• Respond to donor inquiries by phone and email, routing complex matters to appropriate staff.
• Support the development and maintenance of donor communication templates and style guides.

• Enter and maintain accurate donor and constituent records in the donor management system (CRM).
• Pull reports and lists as requested by staff.
• Assist with data maintenance processes such as updating records and resolving duplicates.
• Support accurate tracking and documentation of gifts for internal records and compliance purposes.

• Serve as a point of contact for incoming calls, mail, and general inquiries.
• Order and maintain office supplies and equipment.
• Coordinate division meetings and internal events.
• Support onboarding logistics for new team members, including workspace setup and scheduling.
• Other duties as assigned.

One year of college, business, technical or specialized schooling or accredited apprentice training to have knowledge or technical or vocation theory and principles.

3 years up to 5 years

This position involves no responsibility of authority for the direction of others.

Involves the investigative the investigative and analysis of information readily available, interpreting data, planning ahead in the complete layout of work for others.

Work involves opportunities for judgmental errors which would result in substantial added costs or reduced efficiency within and between functional units until corrected - usually requires longer time.

Within the organization with persons up to and including same level on matters which could be controversial and which require cooperation and/or approval, and/or outside organization involving services and/or general business, but where unusual problems would be resolved by incumbent's superior.

Works within a well-lit, air-conditioned office environment. Work requires long periods of standing and may require frequent bending or stooping related to filing duties. Work is administrative in nature and requires no heavy lifting but may require some repetitive motion such as typing on a keyboard. The employee frequently is required to stand; walk; sit; use hands and fingers; and reach with hands and arms.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. The noise level in the work environment is usually moderate. Reasonable accommodation may be made to enable individuals with disabilities to perform the physical demands of the job.