Administrative Associate - Development

Administrative Support Assistant 3 Non-Exempt

ASU Cultural Affairs is seeking an administrative professional to provide high-level administrative and operational support to the senior leadership of the ASU Cultural Affairs Development team. This role manages executive scheduling, donor and grant administration, budget tracking, travel coordination, CRM management, and day-to-day operational support for leadership and development initiatives. The position serves as a key liaison across departments while ensuring accurate recordkeeping, strong customer service, and efficient office operations.

Direct fundraising staff are employed by the ASU Foundation; therefore, this position requires access to and use of both ASU Foundation and ASU computer systems.

Primary Responsibilities:

• Manage calendars, schedule meetings, coordinate appointments, and maintain executive contacts.
• Maintain accurate donor records, engagement reports, opportunities, gift tracking, and fundraising metrics in Salesforce, including documentation for proposals, grants, solicitations, and portfolio work plans.
• Prepare meeting reminders, follow-up items, and action tracking for leadership one-on-one meetings.
• Track donor table sponsor ships and table purchases.
• Assist with proposal letters, donor correspondence, and development work plans.
• Process monthly credit card reconciliations and mileage reimbursements.
• Prepare and submit expense documentation and supporting invoices for donor and program-related expenses.
• Coordinate pledge forms, gift forms, invoices, estate commitment documents, and other development-related financial paperwork.
• Coordinate restaurant reservations, business card orders, floral deliveries, and miscellaneous executive requests.
• Review grant applications for accuracy, completeness, formatting, spelling, and alignment with organizational messaging.
• Coordinate grant submission processes and ensure supporting documentation is complete.
• Support ongoing grant tracking and reporting activities for foundation and corporate funding opportunities.
• Coordinate domestic and international travel logistics, including itineraries, attendee materials, VIP guest support, and event-related resources.
• Assist with donor acknowledgements, birthday/get-well cards, and executive communications.
• Review incoming executive mail and ensure donor gifts are processed appropriately.
• Maintain organized physical and digital filing systems, shared Dropbox, and records management processes for executive and development operations.
• Provide front office and administrative support, including answering phones and serving as backup coverage when needed.
• Attend weekly administrative meetings and assist staff with travel, Salesforce, and Workday support.

Knowledge and Skills Desired:

• Strong organizational skills with exceptional attention to detail.
• Experience supporting senior executives in a fast-paced environment.
• Proficiency with Microsoft Outlook, Microsoft Office Suite, Salesforce, and Workday.
• Ability to manage multiple projects, deadlines, and confidential information simultaneously.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Experience with event coordination, donor relations, or nonprofit development operations preferred.
• Ability to work independently and collaboratively across departments.
• Experience in higher education, nonprofit development, arts administration, or fundraising environments.
• Familiarity with grant administration and donor stewardship practices.
• Experience coordinating travel and executive-level events.
• Knowledge of ASU Foundation systems, policies, or procedures preferred.

Essential Duties:

• Sitting for extended periods of time in an office setting, using a computer and telephone.
• Quickly changing priorities.
• Organize, prioritize and coordinate many tasks/projects simultaneously.
• Meet, greet and direct all visitors and staff.
• Attend performances, meetings and events.
• Maintain a typical office schedule.
• Occasionally bending, reaching, lifting, pushing and pulling up to 25 lbs.

Wage:

$23.37 to $25.45 per hour; DOE

Department Statement:

ASU Cultural Affairs is comprised of three units - ASU Gammage, ASU 365…