Capital Campaign Administrative Assistant

The Coalition for the Homeless of Central Florida; Orlando (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

The Coalition for the Homeless of Central Florida is seeking a Capital Campaign Administrative Assistant to support donor cultivation, reporting, and campaign logistics. You will organize committee meetings, track prospects, and maintain donor records to advance the capital campaign.

The role emphasizes data integrity, timely communication, and collaboration with the Director of Capital Campaign and executive team to ensure fundraising success and donor engagement.

Qualifications

• Bachelor’s degree in nonprofit management, communications, marketing, or a related field (equivalent experience considered).
• Minimum of 2 years of fundraising, development, or administrative support experience, preferably in nonprofit sector.
• Knowledge of capital campaign processes and donor cultivation practices is a plus.

Responsibilities

• Organize and manage Campaign Cabinet/Steering Committee meetings and sub-committees, including logistics and scheduling.
• Prepare agendas, reports, and meeting materials; record minutes and follow up on assignments.
• Maintain donor research and prospect tracking; prioritize prospects with tools like iWave/Donor Search.

Skills

Project management

Discretion & confidentiality

Data analysis

Microsoft Office

DonorPerfect

Interpersonal communication

Team collaboration

Adaptability

Education

Bachelor’s degree in nonprofit management, communications, marketing, or related field

Tools

DonorPerfect

Excel

iWave

Job description

Position: Capital Campaign Administrative Assistant
Reports To: Director of Capital Campaign
Status: Hourly – Non-Exempt – Full-Time

Overview: The Capital Campaign Administrative Assistant for the Coalition for the Homeless of Central Florida plays a vital role in supporting the success of the organization’s fundraising efforts by managing campaign logistics inclusive of donor cultivation, and reporting. This position is integral to organizing committee meetings, coordinating prospect cultivation activities, and conducting in-depth donor research to prioritize and track potential donors. The Administrative Assistant is responsible for maintaining accurate records in donor systems, producing reports, and implementing stewardship processes, including thank-you acknowledgments and recognition events. Additional duties include supporting the creation of campaign publications, newsletters, and website updates, ensuring timely and accurate information sharing. With a focus on collaboration, communication, and organizational skills, this position contributes directly to the Coalition’s mission by fostering donor engagement and executing a successful capital campaign.

Key Responsibilities

• Organize and manage meetings for the Campaign Cabinet/Steering Committee and sub-committees, including scheduling, securing locations, and managing logistics.
• Prepare and provide agendas, reports, and other meeting materials.
• Record minutes for each meeting, noting individual assignments for follow-up.
• Follow up with committee members to ensure timely completion of their assignments.
• Develop and maintain a monthly tracking system to present at Steering Committee meetings, highlighting deadlines.
• Create individual spreadsheet tabs for each committee member to track prospects for cultivation from their personal networks.
• Coordinate details for prospect cultivation meetings, including scheduling and logistics.
• Manage the calendar for the Director of Capital Campaign (DCC), scheduling meetings, lunches, coffees, and tours in collaboration with the Executive Assistant for the CEO when necessary.
• Work with hosts and the DCC to plan and manage awareness gatherings, including:
  • Invitations (printing and mailing), RSVPs, and location logistics.
  • Managing necessary collateral and other event materials.
• Conduct research and prioritize campaign prospects using tools such as iWave/Donor Search.
• Develop and maintain a prospect tracking system, recording all pertinent details.
• Document meeting and solicitation outcomes in Donor Perfect, noting next steps for each prospect.
• Maintain accurate records of campaign gifts in Excel and Donor Perfect to ensure up-to-date tracking.
• Prepare and present campaign reports for the Board Chair, CEO, and Director of Capital Campaign during Board and Steering Committee meetings.
• Implement a timely thank-you process, recording acknowledgments in Donor Perfect.
• Oversee the acknowledgment process, incorporating:
  • Letters, handwritten thank-you cards, and phone calls, as determined by gift size and donor parameters.
• Assist in the planning and execution of recognition events, including groundbreaking ceremonies.
• Ensure accurate listing of campaign gifts in the Annual Report, contacting select donors to confirm their approval as per their signed gift pledge forms.
• Support the creation and distribution of campaign e-newsletters.
• Facilitate regular updates to the campaign website, ensuring all information is current and accurate.
• Assisting in the creation and production of marketing materials such as:Newsletters,Presentations,Event Invitations,Flyers,Website &Social Media Content, etc.

Qualifications

• Bachelor’s degree in nonprofit management, communications, marketing, or a related field (equivalent experience considered)
• Minimum of 2 years of experience in fundraising, development, or administrative support roles, preferably in a nonprofit organization.
• Knowledge of capital campaign processes and donor cultivation practices is a plus.
• Experience in prospect research (training provided) and event management is advantageous.

Required Skills

• Strong project management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional discretion and professionalism in handling confidential donor information.
• Analytical and problem-solving skills, particularly in organizing and reporting data.
• Proficiency in Microsoft Office Suite and familiarity with donor management systems (e.g., DonorPerfect).
• Excellent interpersonal and written communication skills.
• A collaborative mindset, capable of working effectively with diverse teams and individuals.
• Adaptability and flexibility to thrive in a dynamic work environment.

Disclaimer

This job description does not imply that these are the only duties to be performed by the employee in this position. The employee will be required to follow any other job-related instructions and perform other job-related duties requested by any person authorized to give instructions or assignments. This description excludes the marginal functions of the position that are incidental to essential job duties. All duties, responsibilities, and requirements are vital to the job. This document does not create an employment contract, implied or otherwise, other than an "at-will" employment relationship.

The Coalition for the Homeless of Central Florida