Donor Services Assistant (BF)

The Boston Foundation; Boston (MA); On-site; USD 45,000 - 60,000; Full time

Job summary

The Boston Foundation is seeking an organized administrative professional to provide essential support to the Donor Services team in Boston. You will manage calendars, assist with travel and expense processes, and help produce donor communications and newsletters.

Responsibilities include coordinating acknowledgements, supporting events, maintaining the donor database, and generating reports for Development and Donor Services.

Qualifications

• Three plus years of office-based administrative work experience.
• Solid organization skills and impeccable attention to detail and accuracy.
• Excellent written and verbal skills.
• High level of customer service orientation.
• Strong knowledge of Microsoft Office products especially Word, Excel, Outlook and PowerPoint.
• Database experience preferred; Salesforce experience strongly preferred.
• Willingness to learn new technologies and manage multiple tasks.
• Experience in nonprofit administration is a plus.

Responsibilities

• Coordinates acknowledgement letter process for all Boston Foundation donors from President, Vice President, Senior Director or other staff as appropriate.
• Provide key administrative support for the Donor Services team.
• Plan and offer logistical support for donor events and site visits.
• Create and maintain calendars for the Senior Director of Donor Relations.
• Support Senior Director in meetings, travel arrangements and expense reimbursements.
• Support production of donor e-newsletters.
• Coordinate mailings and distribution of invitations and newsletters.
• Maintain and update database, including data management and record keeping for donor advisors and Funds.
• Assist with report creation and generating needed reports for Development and Donor Services.
• Provide administrative support and tracking for correspondence and for Group Advised Funds.
• Assist with occasional events in mornings and evenings.
• Process and submit expense reports and department invoices on a semi-monthly basis.
• Provide general administrative support to other department team members.
• Administers the welcome process for new Donor Advised Fund advisors, with the Senior Manager for Philanthropy Operations.
• Manage logistics and marketing in support of events and meetings internal and external to the Foundation.
• Respond to Donor Services inquiries via telephone, correspondence and email.
• Compile reports and materials for presentations, including PowerPoint.
• Maintain notes and agenda for team meetings.

Skills

Organizational skills

Attention to detail

Customer service

Written communication

Verbal communication

Time management

Team player

Professional demeanor

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Salesforce

Constant Contact

Database experience

Job description

Provides organizational and logistical support to the Donor Services team, with specific executive assistance for the Senior Director of Donor Services

Essential Functions:

• Coordinates acknowledgement letter process for all Boston Foundation donors from President, Vice President, Senior Director or other staff as appropriate, in collaboration with the Senior Associate for Donor Services and the Senior Manager for Philanthropy Operations;
• Provide key administrative support for the Donor Services team;
• Help to plan and offer logistical support for donor events and site visits;
• Creates and maintains calendars for the Senior Director of Donor Relations so that days are productive and efficient;
• Supports Senior Director in advance, during and after meetings as appropriate, handle travel arrangements and expense reimbursements;
• Supports overall production of donor e-newsletters;
• Coordinate mailings and distribution of invitations and newsletters;
• Maintain and update database, inclusive of data management and record keeping with regard to all donor advisors and their Funds;
• Assist with report creation and generating needed reports for Development and Donor Services;
• Provide administrative support and tracking for correspondence and other written communications, as well as for Group Advised Funds (i.e. Latino Legacy Fund among others)
• Assist with occasional events in the mornings (prior to 9:00 a.m.) and evenings (after 5:00 p.m.);
• Process and submit expense reports and department invoices on a semi-monthly basis;
• Provide general administrative support to other department team members as requested;
• Administers the welcome process for new Donor Advised Fund advisors, in coordination with the Senior Manager for Philanthropy Operations;
• Manages logistics and marketing in support of events and meetings internal and external to the Foundation;
• Responds to Donor Services’ inquiries via telephone, correspondence and email;
• Compiles reports and materials for presentations, including Power Point;
• Maintains notes and agenda for team meetings.

Other Duties and Responsibilities:

• Individuals assigned to this position may perform other duties as assigned

Qualifications

Preparation, Knowledge, Previous Experience:

• Three plus years of office-based administrative work experience;
• Solid organization skills and impeccable attention to detail and accuracy;
• Excellent written and verbal skills;
• High level of customer service orientation;
• Strong knowledge of Microsoft Office products especially Word, Excel, Outlook and Power Point;
• Database experience preferred; Salesforce experience strongly preferred;
• Willingness and ability to learn new technologies, such as Constant Contact, etc.;
• Strong time management skills, with ability to make decisions about how to manage multiple tasks;
• Experience in non-profit administration a plus;
• Excellent writing, proofreading and editing skills;
• Willingness and ability to work outside the regularly scheduled work day as needed;
• Able to work under the pressure of tight deadlines;
• Reliable and punctual;
• Mature interpersonal style, ability to interact professionally with a diverse range of people;
• Participative and proactive work style, team player and sense of humor.

Working Conditions & Physical Demands:

• Ability to sit for long periods of time;
• Ability to use a computer keyboard for extended periods of time; and
• Ability to lift and carry up to 25 pounds occasionally.