Administrative Assistant / Development Associate

Under direct supervision of the Museum Executive Director; the Donor Relations Administrative Assistant will represent development and communication in a professional manner while performing a range of office support activities, such as fund-raising activities, donor relations, marketing, communications, direct mail appeals, and special events. Maintains confidentiality of all privileged information.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Process donations and prepare acknowledgement letters and other correspondence.
• Create fundraising reports and dashboards.
• Send appropriate documentation to process credits to donors.
• Manage relationships on the database and communicate accordingly for updates.
• Maintain foundation, corporate, and individual donor files on the database, Altru (a Blackbaud program).
• Reconcile donations with the Finance Department monthly.
• Conduct supplemental research of prospective corporate foundation and individual donors.
• Coordinate productions and mailing of communications and appeal letters.
• Maintain guestlist to fundraising events, gather and prepare registration material and other duties ass assigned for fundraising events.
• Collect and track volunteer hours relating to fundraising activities.
• Prospect and procure raffle donations for the annual event.
• Prepare media materials for distribution.
• Assemble media and donor kits for donor meetings and events.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma or GED.
• A minimum of two years (2) experience in an administrative position in a not-for-profit development office.
• Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation. Native American preference will be given.

Knowledge, Abilities, Skills, and Certifications:

• Proficiency in Microsoft Suite, Database management experience - Altru / Blackbaud preferred.
• Excellent verbal and written communications skills.
• Ability to present information concisely and effectively, both verbally and in writing.
• Ability to organize and prioritize work.
• Ability to work independently.
• Excellent interpersonal skills
• A self-starter, data and deadline driven, and ability to multi-task with solid organizational and time-management skills.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level. Evening and/or weekend work may be required. Tight time constraints and multiple demands are common.