Donor Services & Office Assistant

Greater Good Charities; Seattle (WA); On-site; USD 25,000 - 30,000; Part time

Benefits offered by this job

Sick leave

Paid holidays

Office in Seattle

Job summary

Greater Good Charities seeks a detail-oriented Donor Services & Office Assistant to support the Growth team from our Seattle office. This part-time role manages gift records, data entry, and routine office tasks to keep donor information accurate and up-to-date.

Hours are 25–30 per week, 9am–5pm, Monday through Friday, in-office. The role emphasizes data integrity, CRM use (HubSpot), and professional handling of confidential donor information in a mission-driven nonprofit.

Qualifications

• High accuracy and attention to detail in data entry and gift processing.
• Experience with CRM systems; HubSpot preferred but not required.
• Ability to follow protocols and flag issues for supervisor attention.

Responsibilities

• Receive, sort, and process incoming mail and route materials to teams.
• Maintain the Weekly Donations Tracking Log for reconciliation.
• Enter gift and pledge data into HubSpot CRM accurately and on time.
• Cross-check records to avoid duplicates before creating new entries.
• Verify soft credit links and flag discrepancies for resolution.
• Generate gift receipts and acknowledgments within turnaround standards.
• Support donor record maintenance and general administrative tasks.
• Communicate with the Director of Major Gifts about urgent data needs.
• Perform other duties as assigned.

Skills

Data entry

CRM systems

HubSpot CRM

Microsoft Office

Attention to detail

Discretion with confidential data

Self-directed

Education

High school diploma

Associate or bachelor’s degree preferred

Tools

HubSpot CRM

Microsoft Office

Job description

Greater Good Charities is a 501(c)(3) global nonprofit organization that works to help people, pets, and the planet by mobilizing in response to need and amplifying the good. To date, we have provided over $1B in aid, expertise, and funding in 121 countries in support of this mission.

Position Overview:

Greater Good Charities seeks a detail-oriented and dependable Donor Services & Office Assistant to provide in-office operational and administrative support to the Growth team from our Seattle location. This part-time role is essential to the accuracy and integrity of the organization’s gift records and donor data — ensuring that incoming gifts are processed correctly and on time, physical mail is received and routed promptly, and the Growth team has the operational support it needs to focus on donor relationships.

This is an in-office position requiring regular presence at the Seattle office. It is well-suited for someone with strong attention to detail, comfort with data and administrative systems, and an interest in the work of a mission-driven organization.

Key Responsibilities:

• Receive, sort, and process incoming mail at the Seattle office on a regular and timely basis; route gift checks, correspondence, and other fundraising-related materials to the appropriate team members.
• Maintain the Weekly Donations Tracking Log, accurately recording all incoming large check, DAF (donor-advised fund), ACH, and other non-online gift activity for reconciliation with Finance and the fundraising teams.
• Process incoming gifts by entering gift and pledge data into HubSpot CRM in accordance with established coding, fund attribution, and campaign standards; ensure all records are complete, accurate, and submitted within required turnaround windows.
• Prior to creating new contact, household, organization, DAF, or foundation records in HubSpot, cross-check against existing records to prevent duplicates; follow established naming conventions and data entry protocols at all times.
• Verify and validate soft credit links to the appropriate contacts and households during gift entry; flag discrepancies or data integrity questions to the Director of Major Gifts for resolution.
• Generate and distribute gift receipts and acknowledgment letters within established turnaround standards; coordinate with gift officers when donor communications require personalized or higher-touch follow-up.
• Assist with routine donor record maintenance, including address updates, email corrections, and other contact information changes as directed.
• Support the fundraising teams with general administrative tasks, including filing, document preparation, supply management, and other office support as needed.
• Communicate proactively with the Director of Major Gifts and fundraising staff regarding incoming gifts, urgent correspondence, or data questions requiring timely attention.
• Other duties as assigned.

Minimum Education/Experience:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• 1–2 years of administrative, data entry, or office support experience; nonprofit or development office experience a plus.
• High level of accuracy and attention to detail; ability to follow established protocols consistently and flag exceptions appropriately rather than resolve them independently.
• Comfort with CRM systems and data entry; prior experience with HubSpot or similar nonprofit CRM preferred but not required.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Familiarity with basic gift processing terminology (pledges, soft credits, DAF, ACH) preferred; willingness to learn required.
• Reliable, self-directed, and able to manage recurring responsibilities with minimal supervision.
• Discretion to handle confidential donor information with professionalism.
• Commitment to the mission of Greater Good Charities.

Working Environment:

This is a part-time, hourly, in-office position based at Greater Good Charities’ Seattle, Washington office. Regular in-office presence is required. Hours are 25–30 per week, scheduled within standard business hours (9am – 5pm) Monday – Friday.

Benefits:

• Part-time employees are eligible for sick leave and paid holidays in accordance with Washington State requirements and Greater Good Charities policies.