Administrative Assistant, Annual Fund, Development

Administrative Assistant

The Administrative Assistant supports the development and execution of a highly personalized Annual Fund Program within the Development department, stewarding Ambassadors Circle donors who contribute $1,000 or more annually in unrestricted gifts to The Carter Center.

The Administrative Assistant engages directly with donors, prospects, and internal stakeholders, responding to special requests, distributing informational materials, and coordinating donor cultivation and appreciation events in collaboration with Program Directors. They also plan, coordinate, and oversee the mass distribution of seasonal appeals, direct mail, and other solicitations, working with Program Directors and external vendors to promote annual giving.

Office hours are from 8:00am to 5:00pm with one hour for lunch.

Key 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.

Minimum Qualifications:

• Bachelors 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).

Preferred Qualifications:

• Applicant will be required to demonstrate knowledge of various computer software applications, and an ability to draft and edit correspondence. Knowledge of fundraising, marketing, and/or event coordination preferred.
• Ability to perform a wide variety of administrative, analytical, and technical duties with minimal supervision and in a fast-paced work environment.
• Strong interpersonal skills; solid writing, editing, and proofreading skills.
• Ability to multi-task and manage assignments with a high degree of accuracy, detail, and accountability; ability to adapt to changing priorities and demands and learn and integrate new work methods, skills, and technologies.

NOTE:

This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines. All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to employee.

Applicants must be currently authorized to work in the United States for any employer.