Administrative Associate for Advancement

It's a great feeling to work for a company that does so much good for others around the world!

Academic Req: Required – Associate degree in business administration, paralegal studies, criminal justice, communications or related field; Preferred – bachelor’s degree in business, communications, legal studies/administration or related field.

Work Experience: Required – Five (5) years of experience in administrative/assistant support role; Preferred –Minimum of three years direct executive level management support.

The ideal candidate for the Executive Administrative position must have excellent written and communication skills, ability to carefully analyze files and data (attention to detail), possess strong organizational skills, ability to multitask and adapt in a fast paced environment and work collaboratively and independently to achieve stated goals on deadline.

Position Summary: The Administrative Assistant for Advancement plays a critical support role in the Advancement team, ensuring accurate gift processing, donor record management, financial documentation, and operational efficiency. This role serves as a bridge between fundraising and finance, managing both development operations and administrative responsibilities to optimize revenue tracking, reporting, and stewardship.

This is a detail-oriented and highly organized individual who enjoys behind-the-scenes work that supports donor satisfaction, financial accuracy, and mission success.

Essential Functions:
1. Process and accurately record all gifts, pledges, and contributions in Salesforce Nonprofit Cloud.
2. Prepare and distribute donor acknowledgments, receipts, and other stewardship communications.
3. Maintain donor and gift data integrity, including regular updates, reconciliation, and reporting.
4. Support the VP of Advancement and team in campaign execution, including data pulls, mailings, and tracking results.
5. Manage the purchase order system including tracking receipts and invoices; contacting vendors, contractors, suppliers, and the Accounting Office; and providing feedback to executive team.
6. Process Advancement Team expense reports, requisitions/invoices and track reimbursements.
7. Assist with grant tracking, reporting, and compliance as needed.
8. Support event and campaign logistics where necessary, including setup, registration, and donor tracking.
9. Generate routine and ad-hoc advancement reports for leadership and the board.
10. Support Advancement Team, as needed, with travel, itineraries, and organizing all background materials in advance.

Measurable Deliverables:
1. 100% accuracy in gift entry, donor records, and acknowledgment letters.
2. Timely processing of all POs and receivables within established deadlines.
3. Timely processing of all receipts, expense reports, etc. each month.
4. Monthly reconciliation of development revenue and reporting errors resolved within 5 business days.
5. Contribution reports and campaign summaries delivered to leadership on schedule for all major campaigns.
6. Maintain data hygiene (duplicate reduction, up-to-date donor info) at or above 95% accuracy.

Other Responsibilities:
1. Other job duties as assigned

Credentials, Skills and Abilities:
1. Strong attention to detail and commitment to data accuracy.
2. Proficiency with donor management software (Salesforce preferred) and Microsoft Office/Google Workspace.
3. Ability to manage confidential information with discretion.
4. Clear written and verbal communication skills.
5. Strong organizational skills and the ability to manage multiple tasks simultaneously.
6. Ability to work independently and take initiative while being a collaborative team player.
7. Demonstrates reliability, accountability, and timeliness in task execution.
8. Mission-driven and committed to high-quality donor service.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

If you like to work with people that believe they can make a difference in the world, this is the company for you!

EEO Statement

In accordance with Title VII of the Civil Rights Act of 1964 and other applicable federal and state laws (e.g., the Age Discrimination in Employment Act (ADEA), and the Americans with Disabilities Act (ADA), it is our policy to provide equal employment opportunity and treat all employees equally regardless of race, religion, national origin, color, sex, or any other classification made unlawful or prohibited by federal, state and/or local laws, such as age, citizenship status, veteran or military status, or disability. This policy applies to all terms and conditions of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.