Administrative Assistant - PrideStaff

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