Administrative Assistant

22 hours ago

Palm Beach, United States PrideStaff Full time
Non-profit charity organization in Palm Beach is seeking a Development Administrative Assistant. If you have administrative support experience in an advancement, development or fundraising department, this could be the right opportunity for you.

Position Overview:
The Development Administrative Assistant supports the Chief Development Officer (CDO).
  • Must have strong communication skills to perform duties in an effective manner, from answering the phones to writing email, to interacting with all employees.
  • Must be able to relay information clearly and concisely to others.
  • Responsible for duties within the following categories:

Administrative Tasks:
  • Operates a multiline phone system - transfer, multi-party conference calls, etc., when needed and/or take detailed phone messages from members, donors and other constituents.
  • Performs basic administrative duties such as copying, scanning, maintaining a filing system (digital & paper) that can be easily accessed/understood by others.
  • Keeps track of receipts of expenses incurred by CDO and prepares expense reports according to guidelines.
  • Processes inbound mail to the development department and prepares responses as appropriate (foundations, donors, etc.).

Calendar Management:
  • Management of the CDO's calendar and that of the development office's main activities (i.e., donor visits, campaign meetings, etc.)
  • Schedules conferences and meeting rooms for in-office donor meetings.
  • Originates online conferences using video conference software.
  • Performs confirmation of appointments with logistics and catering details.
  • Assists with compiling folders/materials for development prospect/donor meetings.
  • Handles administrative details associated with the meetings (i.e., prepares and distributes notices, agendas, minutes, refreshments etc.).
  • Attends meetings, drafts minutes for distribution.

Database Management:
  • Assists in the maintenance of the organization's database. Collects and coordinates updates of donor/member information.
  • Supports the CDO in the recording of activity notes after significant donor/member/prospect interactions.
  • Uploads documentation to constituent/donor records as necessary.

Correspondence:
  • Proofreads, edits, and sends correspondence such as donor letters, gift proposals, and fund agreements.
  • Assists with gift acknowledgment process.
  • Interacts with prospects, donors, members with calendar invitations, follow-up correspondence, and other electronic/paper correspondence.
  • Handles concerns and complaints with sensitivity. Must have the ability to deal with difficult situations.

Fundraising & Event Support:
  • Assists with planning and implementation of fundraising activities, tours, events, and programs.
  • Assists the Special Events team on an ad hoc basis as needs arise.

Required Knowledge, Skills and Abilities:
  • Associate's or Bachelor's degree in business or a related field.
  • A minimum of three years' experience in an administrative position, strong preference for experience in a not-for-profit development office.
  • Adept in Microsoft Suite (Outlook, Word, Excel, Power Point) & Adobe.
  • Experience with database management - Blackbaud Raiser's Edge NXT preferred.
  • Excellent verbal and written communications skills.
  • Possesses a courteous demeanor, excellent phone etiquette and professional attitude when interacting with donors, members, and all levels of staff.
  • A self-starter who possesses solid organizational and time-management skills.
  • Proficient at multi-tasking while prioritizing work and meeting deadlines.
  • Ability to work independently as well as under direct supervision.
  • Collaborative team member with a can-do attitude.
  • Ability to operate and troubleshoot multi-function office equipment including telephone system, printer, copier, scanner, etc.
  • Adherence to a dress code in accordance with company standards.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Pay and Benefits
  • $21/hr. on temp, but once hired (permanent), $45 - $50K/yr.
  • Schedule is M - F, 9 a.m. to 5 p.m. with PAID 30-minute lunch, so 37.5 hours/week but paid for 40 hours/week
  • During slower summer months (June - September), company shuts down 1 day per week
  • Full benefits upon hire - medical, HSA, other
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