Executive Assistant and Data Support Specialist: Catholic Community Foundation

Catholic Community Foundation

Position Announcement

The Catholic Diocese of Cleveland

Executive Assistant and Data Support Specialist:

Catholic Community Foundation

Non-exempt, Full time

The Catholic Diocese of Cleveland was founded on April 23, 1847. It is the twenty-third largest diocese in the United States. Under the leadership of the Most Reverend Edward J. Malesic, the diocese encompasses the counties of Cuyahoga, Summit, Lorain, Lake, Geauga, Medina, Wayne and Ashland. There are more than 670,000 Catholics in the Diocese, and Catholic Charities. There are 184 parishes, 107 Catholic schools, 1 pastoral center and 1 mission office within the diocese. The cathedral is the Cathedral of St. John the Evangelist, located in downtown Cleveland. Members of the diocesan staff support the Bishop in ministering to the people of God by working together to provide vision, leadership and service to continue the mission of Jesus to transform the world. As a community, they are committed to live by the values of faith, dignity, stewardship and justice.

The mission of the Catholic Community Foundation (CCF) is to foster faith-based stewardship in the community for the spiritual, educational and charitable needs of all.

Position Summary:

The Executive Assistant & Data Entry Specialist provides high-level administrative, operational, and data management support to the Catholic Community Foundation (CCF) in coordination with the Called to Flourish campaign. This position ensures accurate donor gift processing, efficient coordination of campaign logistics, and professional execution of event and correspondence activities in alignment with diocesan and CCF standards.

Position Responsibilities

Duties and responsibilities include but are not limited to:

Administrative and Campaign Support

Serve as the primary administrative support to the Executive Director and campaign leadership team.

Coordinate scheduling, correspondence, and document preparation for campaign initiatives and meetings.

Manage campaign office operations, including purchasing, inventory control, and vendor coordination in line with diocesan purchasing policies.

Support the planning and execution of campaign events (e.g., Bishop's Launch events, parish receptions), including catering coordination, collateral preparation, name tags, and event logistics.

Data Entry and Donor Gift Processing:

Accurately enter campaign gifts into the Raiser's Edge database, ensuring full reconciliation with financial deposits.

Process complex gifts including IRAs, donor-advised funds, foundations, matching gifts, memorials, honorariums, and planned gifts.

Verify and maintain donor coding accuracy for campaign tracking and reporting.

Respond to donor inquiries and prepare acknowledgments and receipts in a timely manner.

Maintain detailed and confidential donor records and files.

Reporting and Record Management:

Generate and distribute campaign progress and dashboard reports for parishes and leadership.

Maintain organized and auditable campaign records and documentation.

Collaborate with the Finance and Advancement teams to ensure integrity of fundraising data and compliance with accounting procedures.

Communication and Coordination:

Coordinate printing and mailing of campaign materials in collaboration with diocesan print and mail services.

Oversee preparation and mailing of Bishop's letters and campaign communications.

Serve as liaison between the campaign office, parishes, and diocesan departments to ensure consistency and timely delivery of campaign objectives.

Other Duties:

Provide backup administrative support to CCF team members as needed.

Perform other responsibilities as assigned to support the success of the Called to Flourish campaign.

Qualifications:

Minimum Requirements

Education:

Associate degree in business, communications, nonprofit management, or a related field (Bachelor's preferred).

Experience:

2+ years of administrative or data entry experience, preferably in a fundraising, nonprofit, or campaign setting.

Experience using Raiser's Edge (or equivalent donor management system) required or strong aptitude to learn quickly.

Skills:

Proficient in Microsoft Office Suite (Excel, Word, Outlook, Teams) and comfortable managing digital databases.

Exceptional attention to detail, accuracy, and data integrity.

Strong organizational and time management skills with ability to manage multiple priorities.

Professional communication skills and discretion when handling sensitive donor information.

Other Requirements:

Commitment to the mission and values of the Catholic Church.

Ability to occasionally work evenings or weekends for campaign events.

Preferred Qualifications

Bachelor's degree in business administration, communications, or nonprofit management.

3 to 5 years' experience in development, fundraising, or campaign support.

Familiarity with diocesan or parish operations and protocols.

Experience preparing reports, mail merges, and dashboards for leadership review.

Comfort working both independently and collaboratively in a faith-based environment.

Integrity and Confidentiality: Exercises discretion in handling donor and financial data.

Precision and Accuracy: Demonstrates a meticulous approach to data and documentation.

Customer Service Orientation: Provides responsive and courteous assistance to donors and parish partners.

Mission Alignment: Upholds the mission, vision, and values of the Diocese and Catholic Community Foundation.

To Apply:

Please submit cover letter, resume, and a completed Diocese of Cleveland Employment application, including contact information for three (3) professional references.

Position will remain open until it is filled.

The hourly range for this position is $26.44 to $31.25 commensurate with experience.

Please note that this is an onsite position located within our Cathedral Square offices.

$26 — $31