Development And Administrative Assistant

Job Summary:

The Development and Administrative Assistant will be a vital position within our non-profit organization, providing crucial support to the senior leadership team and playing a key role in both fundraising and administrative functions. The position supports the organization’s development activities in order to maintain accurate records and information on donors and prospects, including database management, donation processing and formal acknowledgements, as well as key administrative functions to ensure the organization runs smoothly. This position, reporting to the Executive Director, requires exceptional organizational skills, strong attention to detail, and the ability to handle multiple tasks efficiently. The ideal candidate will also have strong writing and communication skills, as well as an understanding of the importance of relationship-building.

Responsibilities:

Administrative Support:

• Handle incoming calls, emails, visits and other inquiries, providing timely and professional responses or redirecting as necessary.
• Manage calendars, schedule appointments, and coordinate meetings.
• Prepare and distribute correspondence, reports, and other documents as required.
• Oversee accounts payable and accounts receivable, including internal tracking.
• Oversee office management, organizing and maintaining both electronic and physical filing systems.
• Assist in the preparation and dissemination of board materials, meeting minutes and monthly reports.
• Coordinate travel arrangements and manage expense reports.

Development Assistance:

• Maintain donor database, including record-keeping and data entry to ensure accurate and up-to-date records.
• Coordinate timely and personalized donor acknowledgment letters.
• Assist in the preparation and submission of grant applications, reports, documentation and tracking.
• Support the development team in planning and executing fundraising campaigns and events, including timelines and related logistics, vendor coordination, and attendee management.
• Conduct research on potential donors, grant opportunities, and sponsorship prospects.
• Assist in donor cultivation and stewardship activities.

Communications and Community Relations:

• Help manage communications tools, including the website (WordPress), email campaign vendors (ConvertKit and MailChimp) and social media accounts.
• Assist with the preparation and distribution internal and external communications, such as newsletters, volunteer updates and social media posts.
• Collaborate with other departments to facilitate efficient interdepartmental communication and coordination.
• Serve as a liaison between the organization and the community, maintaining a professional and positive image through effective verbal and written communication.

Qualifications:

• Bachelor's degree in a relevant field or equivalent work experience.
• 2-3 years of experience in an administrative or executive support role, preferably in a non-profit setting.
• Excellent verbal and written communication skills.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively in order to complete a high volume of tasks with minimal supervision
• Highly proficient with the Microsoft Office Suite and Google Suite, including a strong background in managing data in Excel/Google Sheets; experience with formulas preferred.
• Familiar with basic bookkeeping and QuickBooks software.
• Experience with donor management software and/or customer relationship management systems.
• Experience with website management, email marketing systems and social media management preferred.
• Meticulous with details, follow up, and juggling multiple deadlines and priorities.
• Excellent interpersonal communication skills and professionalism.
• Able to handle confidential information with discretion.
• Able to work independently and as part of a team.
• Able to work evening or weekend hours as needed.

Key Qualities:

• You have compassion and a passion for serving our community in a meaningful way.
• You are friendly, out-going and welcoming to all members of the community.
• You value honesty, integrity and accountability.
• You take initiative with exceptional follow-up and follow-through.
• You are flexible in an atmosphere of shifting priorities and multiple deadlines.
• You strive to learn new things and grow both personally and professionally.

Compensation:

This is a full-time, non-exempt position; up to $25/hour, commensurate with experience. Benefits include health insurance, life insurance, and paid sick and vacation time, as well as holidays.

This position will be based in-person at Caring House, with the possibility of some remote work. Live Scan fingerprint/background check and TB test required upon hire.

Caring House is committed to providing a fair, equitable, and inclusive work environment. We welcome candidates who will promote and value diversity, and exercise teamwork and collaboration.

This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. The organization reserves the right to modify, interpret, or apply this job description as needed.

Job Type: Full-time

Pay: Up to $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person