Executive and Advancement Administrator

Raw Art Works; Lynn (MA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Health insurance

401(k) with match

Paid time off

Commuter benefits

Public Service Loan Forgiveness

Job summary

Raw Art Works (RAW) in Lynn, MA seeks an Executive & Advancement Administrator to support the Executive Director and lead development operations. This full-time, on-site role balances executive support with donor data entry, gift processing, and campaign coordination.

You’ll maintain calendars, coordinate meetings, ensure confidential handling of information, and partner across Development, Finance, Marketing, and Programs to advance RAW’s mission for youth.

Qualifications

• Experience providing executive or senior-level administrative support.
• Experience with fundraising operations, gift processing, or donor databases.
• Strong calendar, project, and deadline management; communicate timelines early.

Responsibilities

• Maintain the Executive Director’s calendar and schedule priorities.
• Coordinate internal and external meetings; prepare agendas and take notes.
• Plan scheduling and travel; manage confidential communications.
• Enter gifts into the donor CRM; process and deposit donations.
• Run data audits; merge duplicate donor records; ensure data quality.
• Support donor communications: letters, acknowledgments, and reports.
• Collaborate across Development, Finance, Marketing, Programs and leadership.

Skills

Executive support

Calendar management

Donor database

Fundraising operations

Data quality

Written communication

Confidential information

Cross-functional collaboration

Tools

DonorPerfect

Job description

Why RAW?

At Raw Art Works (RAW), we believe that all young people should be seen + heard, and that everyone has a story to tell. Rooted in art therapy, our creative community arts organization empowers youth through the arts, giving them tools to process what is happening in their lives and to envision new possibilities for their future. Our mission is to ignite the desire to create and the confidence to succeed in underserved youth.

Founded in 1988, RAW fosters an inclusive, trauma-informed environment where young people can express themselves and build strong relationships with peers and staff. Today, more than 350 youth ages 8 to 19 take part in after-school and summer visual and expressive arts groups, digital film school classes, leadership development opportunities, and college and career access programming in Lynn. RAW staff have helped lead the creative youth development movement since its inception, and RAW is recognized nationally for its program impact.

About the Position

The Executive & Advancement Administrator supports RAW's Executive Director and the systems behind its fundraising work. About half the role is executive support and project coordination; the other half is donor database, gift processing, and development support. It suits someone who enjoys variety, protects confidential information, and follows through on details.

The position reports to the Executive Director, who sets overall priorities and evaluates performance with input from the Development Director. The Development Director guides day-to-day development operations. There are no direct reports.

Schedule: Full-time, on-site; occasional evenings

What You'll Bring to the Team

You will help keep RAW's leadership and development work organized, connected, and moving forward. Your work will include:

Executive Support and Calendar Management

• Manage the Executive Director’s calendar, including scheduling, setting priorities with the Executive Director, and resolving conflicts
• Coordinate internal and external meetings: prepare agendas and materials, take notes as needed, and send follow-up
• Plan ahead for scheduling and logistical needs, including external commitments and travel
• Handle confidential information and sensitive communications with discretion

Project and Initiative Tracking

• Maintain a tracking system for the Executive Director’s key initiatives, priorities, and deadlines
• Follow up with staff across departments on action items and flag anything at risk of slipping
• Document decisions, next steps, and progress on strategic projects
• Coordinate cross-functional projects on behalf of the Executive Director as needed

Donor Database and Gift Processing

• Enter all gifts into DonorPerfect accurately and on time
• Process and deposit incoming donations in accordance with RAW's financial procedures
• Run regular data audits and merge duplicate records so donor data stays clean and reliable
• Record and honor donor communication preferences, including preferred names, salutations, and opt-in or opt-out requests
• Reconcile gift records with the finance team on a regular schedule and provide data for financial reporting

Donor Stewardship and Campaign Support

• Produce and send thank-you letters and tax acknowledgments promptly
• Carry out stewardship touchpoints, including welcome, milestone, and impact communications
• Pull and segment donor lists for the Design & Marketing Manager for campaigns and appeals
• Provide administrative and logistical support for fundraising events
• Pull giving data and prepare materials for board reports and grant applications
• Gather impact stories and information from program staff for donor communications, with care for youth privacy and consent

Collaboration and Continuous Improvement

• Share information between the Executive Director’s office and the development team so priorities and deadlines stay aligned
• Build strong working relationships across Development, Finance, Marketing, Programs, and leadership
• Identify and propose improvements to administrative and development processes
• Take part in supervision, staff meetings, and professional development as a member of the RAW community

At RAW, equity shows up in everyday work. In this role, that means communicating in culturally responsive ways, giving every donor the same care regardless of gift size, respecting the varied identities and experiences of donors, staff, and youth, and handling stories involving young people thoughtfully, with attention to consent and privacy.

Qualifications & Experience

This role calls for someone who is as comfortable managing a busy executive calendar as keeping a donor database in good order. We are looking for:

• Experience providing executive or senior-level administrative support, including calendar, meeting, and priority management
• Experience with fundraising operations, gift processing, or donor databases
• Strong calendar, project, and deadline management, with the ability to balance competing priorities and communicate early when timelines shift
• Database proficiency, along with spreadsheet, reporting, and data- quality skills
• Excellent written communication and proofreading skills; you catch errors before they reach donors or leadership
• Experience handling confidential information, and a clear sense of when to act independently and when to check in
• Experience working across finance, marketing, programs, and leadership, and a view of responsibilities as shared
• Cultural responsiveness and a commitment to equity and inclusion with donors, staff, and youth
• Ability to learn new systems quickly and improve administrative processes
• Successful completion of a background check is required as a condition of employment

You'll Stand Out If You Have

• Experience using DonorPerfect or a similar donor CRM
• Experience working in a nonprofit organization
• A track record of improving administrative systems and making processes simpler and more reliable
• The instinct to anticipate needs and raise potential issues before they become problems

We know that strong candidates sometimes hold back unless they meet every listed qualification. If this role excites you and your experience does not line up perfectly, we still encourage you to apply.

What We Offer

• A mission-driven workplace dedicated to supporting young people through creativity, relationships, and community.
• A collaborative, inclusive, and creative team that values reflection, supervision, and shared responsibility.
• Professional development opportunities to support continued learning and growth.
• Health coverage including medical, dental, and vision insurance, with coverage beginning on your first day of employment.
• Additional health and financial benefits: health care and dependent care Flexible Spending Accounts, an employer-funded Health Reimbursement Arrangement, and employer-paid life, AD&D, and long-term disability insurance.
• Generous time off: 15 days of paid time off in your first year, paid sick time, 12 paid holidays, a paid birthday holiday, and 2 floating holidays.
• A 401(k) retirement plan with an employer match for eligible employees after one year of service.
• Pre-tax MBTA commuter benefits.
• As a 501(c)(3) nonprofit employer, full-time RAW staff may qualify for Public Service Loan Forgiveness.

Benefits are subject to eligibility requirements and the terms of RAW's benefit plans.

Why You’ll Love Working Here

At RAW, creativity, connection, and care shape both our programs and our workplace. You will join a team that values collaboration, takes the work seriously without losing sight of the people behind it, and is committed to creating meaningful opportunities for young people in Lynn.

This role offers a rare vista point: you will work alongside both executive leadership and the development team, see how the whole organization fits together, and play a direct part in helping RAW's people and systems work well.

Physical Requirements

This is a mostly sedentary role. It requires sitting at a desk and using a computer and phone for most of the day, and occasionally lifting items up to 20 pounds, including when supporting events.

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Accessibility is a core value at RAW. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions of the role.

Equal Opportunity Statement

Raw Art Works is an Equal Opportunity Employer and actively seeks a diverse staff that reflects the community we serve. Employment decisions are based on qualifications and organizational needs, without discrimination based on race, color, religion, creed, sex, gender identity, sexual orientation, national origin, ancestry, age, disability, genetic information, pregnancy, marital status, veteran or military status, citizenship status, or any other characteristic protected by law.

If you need a reasonable accommodation at any point in the application or interview process, please let us know at [e-mail].