Donor Services: Executive Assistant & Operations Support

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

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.