Giving Strategies and Communications Assistant

Wyoming Foundation; Buffalo (NY); Hybrid; AUD 87,457,000 - 94,428,000; Full time

Job summary

The Community Foundation for Greater Buffalo is seeking a Giving Strategies and Communications Assistant to support the Giving Strategies team and Chief Philanthropy Officer. This full-time role is based at the Foundation’s Buffalo office with standard hours 8 a.m.

– 5 p.m., Monday through Friday, and may convert to a hybrid remote setting after a 90-day introductory period. The position emphasizes administrative and project management duties, calendar coordination, event logistics, and

Qualifications

• Two-year degree required; four-year degree preferred or equivalent experience.
• Experience supporting organizational leaders.
• Strong computer proficiency with Microsoft Office and databases.
• Ability to attend off-site events and represent the Foundation.
• Commitment to ethics and confidentiality.

Responsibilities

• Provide administrative support for the Chief Philanthropy Officer and teams.
• Draft, proofread and manage emails and documents; prepare presentations.
• Interact with Board members, clients, grantees and partners.
• Manage Outlook calendar and schedule coordination.
• Provide project management support for events and initiatives.
• Coordinate cross‑functional work with Finance and Community Impact.
• Prepare meeting materials, minutes and logistics.
• Assist with phones, documents, donor lists, and receptionist back-up.

Skills

Communication skills

Organization

Project management

Discretion/confidentiality

Calendar management

Customer service

Education

Two-year degree

Four-year degree preferred

Tools

Microsoft Office

Salesforce

Raiser's Edge

FIMS

Job description

The Community Foundation for Greater Buffalo is seeking to hire a Giving Strategies and Communications Assistant.

Position Summary

The Giving Strategies and Communications Assistant is a member of the Giving Strategies team. This position is supervised by and primarily provides administrative support to the Chief Philanthropy Officer. They also support the Giving Strategies and Communications Teams. A successful giving assistant is highly organized and excels at follow-through and project management. They have strong written and verbal communication skills, exceptional attention to detail, and a high level of computer competency. They should be comfortable in a fast-paced environment and be motivated by the important mission‑driven work of the Community Foundation. At all times, the Giving Strategies and Communications Assistant must maintain exceptional standards of ethics and confidentiality. The position is full‑time and standard office hours are Monday - Friday, 8 a.m. to 5 p.m., at the Community Foundation’s office in the Larkin Building on Exchange St. in Buffalo, New York. After a 90‑day introductory period, the role could convert to a hybrid remote setting with two workdays per week occurring remotely out of the office.

Key Responsibilities

• Provide administrative support for the Chief Philanthropy Officer and the Giving Strategies and Communications Teams.
• Draft, proofread, and manage prompt, professional, and accurate email communications on behalf of the Chief Philanthropy Officer and Giving Strategies team; prepare additional correspondence, mailings, documents, and PowerPoint presentations as needed.
• Successfully interact and engage with a wide spectrum of people in the community, including the Board of Directors, clients, grantees, funding partners and the general public.
• Manage the Chief Philanthropy Officer’s Outlook calendar, including coordinating complex schedules, prioritizing meeting requests, resolving conflicts, and ensuring timely communication of calendar changes and relevant meeting details.
• Provide project management support for client events and Giving Strategies initiatives by developing work plans and schedules, tracking deadlines and deliverables, coordinating project and event components, planning agendas, and communicating updates and changes to involved parties.
• Work cross‑functionally with administrative colleagues and teams across the Community Foundation, particularly Finance and Community Impact, applying a strong understanding of the Giving Strategies function to coordinate shared work, exchange information, and support collaborative initiatives.
• Provide administrative and logistical support to the Giving Strategies and Communications Teams, including client and committee event and meeting preparation, by:
  • Scheduling meetings; sending appropriate reminders and confirming attendance
  • Coordinating event logistics, including contacting potential venues for information
  • Maintaining guest lists and preparing name tags
  • Preparing meeting materials
  • Preparing accurate and complete minutes of meetings
• Service clients with excellence and personal attention in an effective manner; appropriately handle client issues, including resolving any complaints that may arise and connecting clients with the appropriate Community Foundation team member.
• Perform office functions including, but not limited to:
  • Answering phones
  • Create, modify, proofread and edit documents, records, and reports
  • Pull mailing and donor lists from database
  • Provide back‑up for Receptionist

Other Job Duties

All other duties, as assigned

Management Responsibilities

None

Travel

No travel will be required; although, professional development opportunities may arise, wherein travel may be necessary.

Technical Expertise / Experience And Qualifications

• Two‑year degree required; four‑year degree preferred, or equivalent career experience.
• Minimum of 1-2 years’ experience working with and supporting organizational leaders.
• Demonstrated computer proficiency with Microsoft Office, including Word, Excel and Power Point, and an ability to manipulate database information in a PC environment.
• Experience with Salesforce.com, Raisers Edge, FIMS or other proprietary database preferred.
• Understanding and adherence to quality standards of ethics and confidentiality.
• Able to perform the core duties of the role within 30 days of hiring.
• Ability to attend off‑site events, such as community events and meetings, and represent the Foundation appropriately. Reliable transportation to off‑site events required.

Salary Range

$21 – $24 / hour

About The Community Foundation

For more than a century, the Community Foundation for Greater Buffalo has enhanced and encouraged long‑term philanthropy in the Western New York community. A 501 (c)(3) organization, the Community Foundation’s mission is: Connecting people, ideas and resources to improve lives in Western New York. Established in 1919, the Community Foundation has made the most of the generosity of individuals, families, foundations and organizations who entrust charitable assets to the Community Foundation’s care. Learn more at cfgb.org.

The Community Foundation for Greater Buffalo is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. As such, the Community Foundation for Greater Buffalo is committed to providing a work environment that is free of all forms of unlawful harassment, discrimination and retaliation.