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Administrative Assistant

2 months ago

Grand Rapids, United States The Salvation Army Central Territory Full time
Job Description

Position Summary: The Administrative Assistant will support the department's day-to-day operations with personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to the executive's working life and communication.

Essential Responsibilities:

  • Maintain the planned giving donor information in the database, striving to keep data current and add new contact records.
  • Manage prospect and donor list reports (birthdays, Hope Brigade Legacy Society, responses to mailings), provide updates to donor database (deceased, relationships, address changes, etc.) per information from donors/planned giving directors.
  • Track donors who respond to marketing and provide details to planned giving directors as well as Territorial Planned Giving department, file as needed; perform donor research as appropriate (addresses, interests, financial capacity).
  • Process, record and acknowledge outright gifts from donors from planned giving mailings, planned giving program gifts from donors including IRA, DAF, and Stock, or solicited by reps.
  • Coordinate planned giving gift processing; collect data from donors and/or advisors, record and track information, communicate with DHQ Finance Department and Donor Services Department, receiving financial institution and planned giving reps to allocate funds correctly, acknowledge donors with letters in a timely manner.
  • Prepare invoices, reimbursement requests, reports, memos, letters, and other documents, using WORD, EXCEL spreadsheet, database, and Power Point presentation software.
  • Process quarterly reports for Senior Director of Philanthropy, Territorial Headquarters and Divisional meetings.
  • Prepare and send requested information to donors and estate planning professionals.
  • Type and package follow up letters and mailings to donors and prospects as determined by planned giving directors, as well as other correspondence as needed.
  • Talk to donors that want to donate cemetery lots and process letters for donations.
  • Prepare arrangements for the annual Estate Planning Seminar.
  • Coordinate estate documents with Territorial Headquarters.
  • Compose letters, cards and other correspondence for signature and distribution with little oversight.
  • Professionally handle incoming/outgoing calls correspondence with a high degree of confidentiality.
  • Maintain calendar, arrange meetings and appointments and provide reminders.
  • Work in cooperation with other development department team members and provide administrative support, as needed.
  • Perform other duties as assigned.
Qualifications:

Education/Experience:
  • High School diploma / GED, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities
  • Bachelor's degree in a related field a plus
  • 3 years' experience as an administrative assistant
Skills, Knowledge Abilities:
  • Maintain strict confidentiality
Computer Skills:
  • Proficient in Microsoft Office 365
  • Working knowledge of TEAMS and SharePoint
  • Willingness to learn new software as needed
  • Salesforce software experience a plus
Certificates and Licenses:
  • Complete Safe From Harm training, and keep current as needed
  • Must have and maintain a current valid driver's license and pass the Salvation Army Motor Vehicle Record check (MVR)
Additional Information

The Salvation Army offers the following benefits:
  • Health Care Benefits which include:
    • Medical
    • Dental
    • Vision
    • Hearing
    • Flexible spending accounts
    • AFLAC
    • Voluntary life insurance benefits
  • Short-Term and Long-Term Disability options
  • Pet Insurance
  • Pension contributions (currently 6.0% of your earnings) begin the first quarter after 1 year of employment.
    • Vesting starts after three years of employment, 100% vested after five years of employment
  • The Salvation Army also offers a 403(b) voluntary retirement savings plan in which you may participate immediately, with approved vendors. There is currently no organizational match for 403(b) contributions.
  • Employee Discounts
  • Paid Time Off which includes:
    • Sick days begin accruing the first of the month after one full calendar month after employment begins, and you may begin to use sick days after (90) days of employment.
      • Up to (4) earned sick days per year may be used as discretionary days.
    • Vacation begins accruing the first of the month after one full calendar month after employment begins, and you may begin to use vacation days after (90) days of employment.
      • The accrual rate is based upon years of service and approved hours worked.

    • You will receive up to 2 personal days and 2 floating holidays per year based on date of hire.
    • Birthday off with pay.
    • Paid holidays are effective immediately.


The Salvation Army is an equal opportunity employer. Candidates who are back-to-work, US Veterans, people with disabilities, people who have been impacted by the justice system, and/or people without a college degree are encouraged to apply.

Mission Statement:

The Salvation Army, an international movement, is an evangelical part of the universal Christian Church. Its message is based on the Bible. Its ministry is motivated by the love of God. Its mission is to preach the gospel of Jesus Christ and to meet human needs in His name without discrimination.