Advancement Assistant to West Region & Mid-Range Giving

Job Title: Advancement Assistant to West Region & Mid-Range Giving

Department: Office of Advancement

Reports To: Associate Advancement Director – Western Region, and the Director of Mid-Range Giving

Context: Provides administrative support and coordinates various office functions for Western Region fundraising, which includes the Mid-range donor program and various other fundraising activities that relate to principal gifts.

Scope: The Advancement Assistant performs a variety of administrative functions such as researching potential donors; scheduling visits and meetings with prospects, donors and volunteers; assisting with event logistics for major donors; maintaining comprehensive records of major donor activity and prospect contacts utilizing the donor and revenue tracking system (GAIA). Serves as a team member of Operations Team supporting overall efforts to streamline operational support for all Advancement fundraising efforts.

Job Activities:

1. Performs initial selection and preliminary research on major donor prospects. Performs further research on select prospects as requested. Analyzes incoming materials pertaining to the cultivation, solicitation, and stewardship of major donor prospects.

2. Inputs appropriate donor data into GAIA. Reviews and corrects all coding data and budget entries related to donors.

3. Inputs financial projections, and creates and runs revenue reports using GAIA. Ensures all data in GAIA is up-to-date and accurate.

4. Coordinates and tracks various prospect pools and lists, ensures data is up to date for Advancement Directors, and also point person for organizing principal gift donor pools for the Climate Recovery Campaign Director.

5. Drafts letters, memos and other written materials for major gift cultivation and solicitation, donor programs and gift planning solicitation. Produces, distributes and files memos, and generates correspondence and reports for regional donors and prospects. Handles filing of documents.

6. Performs word processing, distributes and files memos, and generates correspondence and reports for regional donors and prospects. Schedules, confirms and arranges meetings and travel. Schedules visits and meetings with donors, volunteers, and prospects.

7. Assists Advancement Directors in the stewardship and cultivation of prospects by planning donor events. Activities include developing invitation lists; handling RSVPs; creating and producing printed materials; working with outside vendors, caterers and suppliers; securing hotel accommodations and speakers for meetings; monitoring all event deadlines.

8. Performs miscellaneous duties as directed.

Knowledge and Skills:

-- 1 year office or related experience with Windows, Word Excel, and database proficiency.

-- Strong organizational skills; ability to establish priorities; enthusiasm for working with colleagues and volunteers.

-- Excellent oral and written communication skills to interact with staff, volunteers, and potential donors.

-- Able to travel up to 2 times per year.

-- Ability to prioritize and meet deadlines, to use tact and diplomacy in dealing with confidential and sensitive matters, and ability to work well with diverse groups of people.