Advancement & Marketing Assistant

OVERVIEW

Under regular supervision, this role supports both advancement and marketing functions across the Leroy Springs & Company’s family of brands. Responsibilities include managing and maintaining donor databases by tracking donor information, pledges and contributions, as well as providing administrative support to Advancement efforts. Additionally, the position formally assists the marketing team through management of regular administrative tasks and by supporting company-wide marketing objectives. 

KEY FUNCTIONS - Advancement

•    Ensures that all data (donors, demographic info, pledges, gifts, contributions) is entered and maintained accurately and timely

•    Uploads online transactions from online giving systems, and assists in the reconciliation of other fundraising systems used by the team

•    Manages donor acknowledgment process in a timely, accurate manner (sending acknowledgment letters, year-end receipts, etc.). Ensures general letter and email templates are updated regularly as per the guidance of the Annual Giving Manager

•    Creates and provides data reports as requested by Advancement leadership

•    Supports the Associate Director of Advancement with renewals, invoices, and benefit fulfillment tracking for corporate sponsors and donors

•    Conducts daily/weekly/monthly audits of data entry to ensure accuracy by running reports and reconciling deposits

•    Assist with database queries and exports for use & analysis (mailing lists, giving reports, event attendance, etc.)

•    Provide departmental administrative support by answering telephone, opening mail, copying checks, assisting with event preparations, mailings, etc.

•    Establishes and maintains logical filing systems (electronic and print)

•    Assists in procuring fundraising materials and event supplies in collaboration with the Annual Giving Manager

•    Supports and participates as needed in the planning and execution of Advancement department functions, including annual fundraisers, stewardship events, groundbreaking events for new donor funded amenities and others that may arise

•    Coordinates and maintains calendars for team, including organizational events, by scheduling meetings, reserving meeting spaces and managing scheduling conflicts

KEY FUNCTIONS - Marketing

•    Records and reconciles departmental and project-related expenses to ensure accurate reporting and adherence to budget guidelines. Prepare expense reports and maintain organized records.

•    Processes invoices in a timely manner, ensuring accuracy, compliance with organizational policies, and proper coding for accounting. Serve as a liaison with internal and external stakeholders to resolve discrepancies and support efficient payment processing.

•    Coordinates and maintains calendars for team, including organizational events, by scheduling meetings, reserving meeting spaces and managing scheduling conflicts.

•    Provide administrative support at departmental meetings, including capturing accurate and comprehensive notes and documenting action items. Distribute meeting notes promptly to relevant stakeholders to support follow-up and accountability.

•    Oversee and maintain specialized software platforms critical to marketing functions (Blackbaud/Altru, XtruLink, Omatic, etc.). Ensure accurate data entry and integration across systems, troubleshoot technical issues and coordinate with vendors or IT support as needed. 

•    In conjunction with the Marketing team, update community calendar listings including relevant organization events and programs.

•    In conjunction with the Marketing team, provide updates to webpages and web calendars as needed across the company’s suite of websites.

•    Manage collateral inventory, including rack cards, brochures, flyers, banners, posters, signage and business cards.

•    Help distribute promotional marketing materials to assist in event fulfillment, company recruitment and overall brand awareness (retail, programs, events, signage, banners, collaterals, etc.)

•    Maintain and update company email signatures to ensure consistent branding and professional presentation across all outgoing communications. Coordinate with departments to make updates and provide technical support to staff as needed.

•    Monitor and make updates as needed to online business listings across the LSC family of brands (Yelp, Google, etc.).

•    Manage server photo database.

•    All other duties as assigned.

THE LSC WAY

Our Culture is a top priority. As part of our commitment to culture, we have written a number of ‘Fundamentals’ called The LSC Way that are traits we value in our daily activities. The fundamentals that are critically important to this position are:

•    Be Process Driven

•    Pay Attention to the Details

•    Be Relentless About Improvement

•    Be a Fanatic About Response Time

•    Listen to Understand

KNOWLEDGE, SKILLS and ABILITIES

•    Detail-oriented with ability to manage multiple tasks on tight timelines

•    Strong organizational and time-management skills

•    Excellent written, verbal and interpersonal communication

•    Proficient in Microsoft Office Suite and advanced knowledge of CRM databases. 

•    Team player, with ability to pitch in whenever necessary 

•    Reliable, dependable, professional and trustworthy

•    Ability to maintain a high level of confidentiality 

•    Use of Wordpress and/or other website platforms

•    Proven track record of delivering on objectives

•    Ability to maintain effective working relationships with staff members and department directors

•    Blackbaud experience preferred

MINIMUM QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

•    Bachelor’s Degree with 1-2 years of experience in fundraising or nonprofit marketing work preferred, or an equivalent combination of training and experience which provides the required knowledge, skills and abilities

•    Working knowledge of donor management software (e.g. Raiser’s Edge)

•    Ability to work flexible hours on occasion, including some weekends and evenings

REPORTING TO THIS POSITION

No official supervisory responsibilities; Potential for Advancement team volunteer support

PHYSICAL REQUIREMENTS

Must be able to exert up to twenty-five pounds of force occasionally and/or a negligible amount of force to lift, carry, push, pull or otherwise move objects when needed. Most work is sedentary; it may be necessary to remain on feet for extended periods of time.