Advancement Administrative Assistant Job Available in North Adams, MA

Job type: Temp to Perm

Location: North Adams, MA

Salary: $22-28/hour

Schedule: Mon-Fri, 8a-5p

Description

The Advancement Assistant is an integral member of The Advancement team. The Advancement Assistant serves as the backbone of the operation by overseeing all administrative processes in place to manage the Foundation’s fundholder relationships. The Advancement Assistant will perform administrative duties related to fundraising and grants management. The Advancement Assistant conducts research, coordinates development events and programs and assists the Senior Advisor and Secretary to the Board and Head of Advancement with scheduling. This position may require occasional extended hours, work on weekends and/or holidays for advance scheduled events and festivals.

Duties & Responsibilities

• Prepare and distribute agendas for, and attend, Advancement Team and Advancement Committee meetings, taking notes and tracking action items. 
• Present a weekly report to the Senior Advisor and Secretary to the Board that includes important upcoming development deadlines, grant deadlines, events, meetings, and deliverables.
• Assist with grant-related communications (with internal and external stakeholders) in a timely manner, ensuring all departments are kept informed about deadlines.
• Work with Advancement Team to schedule team meetings and external stakeholder meetings.
• Maintain records for all past and current grants. 
• Maintain grant tracking systems.
• Organize and maintain Advancement folder on a shared Google Drive.
• Maintain documentation of donations, pledges and other revenue. 
• Perform data entry.
• Prepare collateral and logistics for stakeholders, visitors and large groups and ensure that visitors have an exciting, exceptional experience when they visit the Company.
• Support the administration of annual fundraising campaigns in collaboration with the Advancement Team.
• Order office supplies.
• Assist with invoicing, accounting, reporting, and other administrative functions as needed.
• Edit and proofread reports, letters, bios as requested, works with digital marketing collateral, and the website.
• Assist with updates to constituent database and constant contact mailing lists to ensure all contacts are properly moved through development process and coded appropriately. 
• Conducts the process of opening and closing new donor funds. Send welcome letter to new fundholders and assist with their initial online registration. 
• Research potential prospects and add information to constituent database, e.g. meeting notes. 
• Conducts the process of gift acknowledgement process and produce donor letters weekly. 
• Work closely with the Finance department on incoming gift processes. 
• Assist with questions regarding online Fund accounts and draft grant recommendations for fundholders when needed.
• Assist with special events planning, preparation and execution and processing of online RSVPs. 
• Troubleshoot issues related to the Foundation’s online Donor Portal, e.g. reset logins and passwords. 
• Compile and create folders and marketing materials for Advancement prospect meetings. 
• Coordinate, attend and draft minutes and other documents for Advancement Committee meetings.
• Achieve proficiency in Tesatura software for Advancement functions. 
• Assist the Advancement department with the following duties: scheduling meetings, calendar and contacts maintenance, meeting preparation and follow-up, among additional responsibilities. 
• Write, proofread, edit and send correspondence, including but not limited to: Fund agreements, addendums, donor letters and gift proposals. 
• Monitor local media outlets for news and information on philanthropic trends, Foundation fundholders and prospects.
• Process check requests for department expenses. 
• Meet and greet visitors for department meetings. 
• Provide backup coverage for Advancement & Membership Coordinators. 
• Perform other duties and tasks that are assigned.

Preferred Qualifications

• Working knowledge of CRMs and/or Tessitura software.
• Degree preferred with minimum of 1-3 years of experience in an area related to office administrative support, development, project management or event coordination.
• 2+ years of not-for-profit experience

Required Qualifications

• High school diploma (or GED) required.
• Exceptional skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities and problem solve.
• Excellent customer service abilities.
• Excellent reading, writing and grammar skills. Both written and verbal.
• Excellent skills and experience with Microsoft Office and Google Suite, working with databases and internet research. 
• Demonstrated team player with a strong collaboration ability.
• Ability to take initiative with projects to work both independently and with the team.
• Knowledge of telephone and electronic mail protocol.

Physical Qualifications

• The ability to be mobile (including, but not limited to walking, bending, squatting, crouching, twisting, kneeling, reaching, etc.).
• Ability to lift/carry/push/pull objects that weigh up to 25 pounds as needed.
• Must be able to wear PPE as needed.
• Must be fully vaccinated against COVID-19. Proof of vaccination will be required for employment.