Administrative Assistant, Philanthropy

The Administrative Assistant provides administrative and logistical support to the VP of Philanthropy and fundraising leadership. The role involves managing calendars, coordinating travel, supporting finance operations, maintaining donor data, preparing correspondence, and coordinating department administrative tasks in a fast-paced environment.

Responsibilities

• Support the daily workflow of the VP of Philanthropy including handling appointments and complex calendar management.
• Coordinate travel as needed, including travel briefs, flights, accommodation, and ground transportation.
• Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval.
• Provide finance operations support including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed.
• Partner with assigned frontline fundraiser to keep donor and prospect portfolios organized and up to date, tracking next steps, deadlines, and follow-ups.
• Enter and maintain accurate donor, prospect, and portfolio data in Salesforce, including portfolio assignments, contact and activity records, contact reports, and giving proposals; run routine reports and flag data quality issues.
• Draft and prepare correspondence and donor-facing materials for fundraiser review, such as letters, acknowledgments, and contact reports.
• Prepare materials, agendas, and briefings for external donor and prospect meetings and for internal strategy meetings.
• Track stewardship and reporting requirements and timeframes for assigned donors; coordinate with program and field staff to gather information and keep drafting and approval of proposals, reports, and budgets on schedule.
• Support gift and payment processing, ensuring payment documentation is complete and compliant with IRC and donor policies and procedures.
• Submit prospect research requests and coordinate with Prospect Research, Analytics, and Operations colleagues to support the donor cycle.
• Schedule department/team meetings including reserving conference rooms and setting up IT for meetings.
• Manage onboarding materials for new staff including coordination with IT and office services, integra training admin paperwork, maintaining docs, email distribution lists, internal newsletter, and IRC policy and process.
• Maintain and update key team-wide materials to ensure accuracy with staffing and structural changes.
• Coordinate staff offboarding logistics including equipment return and timely updates to access, distribution lists, Teams, and reference materials.

Requirements

• Bachelor’s degree preferred but not required.
• At least one year in a fast-paced office setting (internship experience counts too!).
• Preferred experience working in a non-profit development department.
• Experience with a CRM database such as Salesforce, including data entry and reporting.
• Experience drafting donor or client correspondence, or supporting a fundraising or sales team.
• Prior experience working as an administrative assistant.
• Interest in a fundraising career.
• Experience working with high net-worth individuals and/or senior partners a plus.
• Work successfully in a sophisticated, fast-paced organization serving multiple partners.
• Experience with Outlook email and calendar and familiarity with complex scheduling.
• Solid Microsoft Office, database management, and Adobe Acrobat Pro experience.
• Accurate, detail-oriented data entry and records management, with the ability to keep records clean and current.
• Strong writing skills, with the ability to draft clear, polished correspondence and materials for review.
• Ability to track multiple deadlines and commitments across a portfolio and follow through without reminders.
• Can-do attitude with a flexible disposition to handle fast-paced, shifting priorities.
• Excellent interpersonal and communication skills, interacting with a variety of internal and external contacts with confidence and poise.
• Strong listening skills and the ability to accurately follow guidance.
• Outstanding attention to detail and dedication to timelines.
• Ability and interest to work both independently and in a multifaceted, cross-functional team structure.
• Ability to handle change in a proactive and positive manner.
• Dedication to respect and maintain confidentiality of donor and employee information.

Skills

• CRM Database Management
• Salesforce Reporting
• Donor Correspondence Drafting
• Fundraising
• Administrative Assistance
• Outlook Email Management
• Calendar Scheduling
• Microsoft Office Suite
• Database Management
• Adobe Acrobat
• Data Entry
• Records Management Projects
• Writing Skills
• Deadline Management
• Interpersonal Communication
• Confidentiality Management
• Travel Coordination
• Financial Operational Support

Languages

English