Senior Administrative Assistant II providing support to major fundraisers for WHOI's Development Office. Responsible for donor record management, budget monitoring, and administrative tasks.
EU
Hybrid Temporary Administrative Assistant, Leadership Giving, Development
Posted 5 days ago
About the role
- Temporary Administrative Assistant assisting with donor cultivation and office support for The Carter Center. Managing correspondence, coordinating travel, and maintaining donor records for various development teams.
Responsibilities
- Provides daily office support in the stewardship and cultivation of donors and prospects.
- Performs routine office duties, including maintaining files, answering phones, arranging travel, and coordinating schedules/calendars.
- Supports the work of the Principal Gifts International (75%) and the Planned Giving (25%) Development teams.
- Reports to the Senior Associate Director, Lead for Principal Gifts International and the Associate Director of Planned Giving.
- Manages calendars, prepares leaders for daily activities, and prioritizes meeting requests.
- Reviews and triages incoming correspondence; drafts and handles routine responses.
- Prepares, edits, and proofreads correspondence, reports, proposals, charts, and presentations, ensuring accuracy and policy compliance.
- Coordinates Gift Officer travel—including flights, lodging, transportation, expenses, and trip files—and assists with reimbursements as needed.
- Contacts donors and prospects related to travel and meetings.
- Enters and updates donor data in Raiser's Edge and other databases; codes actions appropriately and maintains accurate records.
- Organizes and maintains donor/prospect files and supports coordination with Donor Services.
- Schedules meetings and special events, manages logistics, and prepares materials.
- Processes invoices, maintains records, monitors account status, and recommends cost-effective solutions; may assist with budgets, grants, and expense reports.
- Maintains databases, spreadsheets, and filing systems; analyzes data and generates reports.
- Oversees ordering and maintenance of office supplies.
- Assists with coordinating donor tours.
- Performs other related duties as assigned.
Requirements
- Bachelor's degree or the combination of a high school diploma (or equivalency) and five years of administrative support or secretarial experience.
- Proficiency with Microsoft Office including PowerPoint, Outlook and Excel.
- Experience with collaboration tools (OneDrive, Zoom, Teams, and/or others).
- Previous experience with various personal computer software applications, in particular, a good working knowledge of the Raiser’s Edge software, Excel, Word, and PowerPoint.
- Experience in assisting with organizing meetings and events helpful.
- Positions within this classification may require the ability to type of keyboard 50 accurate words per minute.
- Previous experience in a nonprofit and/or fundraising office is a plus.
- Ability to work in fast-paced, high profile environment.
- Experience in supporting multiple principles.
- Familiarity with Raiser's Edge software and experience in travel coordination is preferred.
- Excellent interpersonal skills and ability to interact with a large and diverse group of people.
- Good writing and editing abilities, attention to detail and computer skills.
Benefits
- Not Applicable
Job title
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Degree requirement
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