Donor Relations & Admin Coordinator (Nonprofit)

City-Harves; New York (NY); On-site; USD 43,000 - 58,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

403(b) retirement plan with employer‑匹

Employer-provided life insurance

Generous time off

Discounted staff perks

Free mental health services

Job summary

City Harvest is seeking an External Relations Administrative Assistant in Brooklyn, NY. This role provides calendar management for the Chief External Relations Officer, oversees expense reporting, coordinates meetings, and liaises with HR, IT, and Finance to ensure smooth operations.

The position supports donor communications, event coordination, and onboarding. It offers a comprehensive benefits package and growth opportunities within a mission-driven nonprofit environment.

Qualifications

• Related experience supporting a department or organization.
• Ability to think creatively, problem-solve and manage multiple projects with competing deadlines and priorities.
• Strong time management and effective communication skills (written and oral).
• Familiarity with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent interpersonal skills and relationship builder eager to work collaboratively with stakeholders across our organization.
• Knowledge of Raiser’s Edge is a plus.
• Knowledge of and familiarity with Development and Marketing within the non-profit sector is a plus.

Responsibilities

• Provide administrative support for Chief External Relations Officer, including calendar management.
• Prepare expense reports, budget coordination, and invoice submission and approval.
• Schedule, create agendas, and support room and tech setup for monthly External Relations Team Meetings and other meetings.
• Support onboarding process by coordinating trainings and maintaining onboarding materials.
• Collect, review, and share cross-departmental activity for weekly updates.
• Liaise with HR, IT, and Finance; escalate ongoing issues as necessary.
• CERO staffing at events; donor correspondence and record keeping in Raisers Edge.
• Coordinate office functions and staff events; manage donor communications.
• Create hand-written thank you notes for donors and conduct thank you calls.
• Support Raisers Edge data inputs and creation of lists for mass uploads.
• Print and mail newsletters and seasonal updates.
• Track and manage all returned mail.
• Support donor communications and prospect research projects.
• Follow up calls and outreach for City Harvest’s special events.
• Support ticket sales strategy for special events and manage RSVPs.

Skills

Time management

Communication skills

MS Office

Interpersonal skills

Raiser’s Edge

Non-profit development/marketing

Related experience

Job description

City Harvest is seeking an External Relations Administrative Assistant in Brooklyn, NY. This role provides calendar management for the Chief External Relations Officer, oversees expense reporting, coordinates meetings, and liaises with HR, IT, and Finance to ensure smooth operations.

The position supports donor communications, event coordination, and onboarding. It offers a comprehensive benefits package and growth opportunities within a mission-driven nonprofit environment.