Administrative Assistant – Advancement Team

Position: Administrative Assistant – Advancement Team

Reports To: Advancement Director

The Administrative Assistant will provide essential support to the Advancement Team, focusing on donor management, vehicle donations, administrative tasks, and event coordination. This role ensures the smooth execution of operational and administrative responsibilities critical to advancing our fundraising efforts and mission.

Success in this role means ensuring donor records are accurate, mailings and events run smoothly, and the team has the administrative support needed to advance our mission.

Key Responsibilities:

• Donor Management and Reporting:

• Enter and maintain accurate donor data in Donor Perfect or similar CRM systems.
• Manage the acknowledgment process, ensuring donors receive timely and personalized thank-you communications.
• Generate monthly reports to track donor engagement and fundraising performance.

• Vehicle Donation Program Coordination:

• Process and track vehicle donations, ensuring accurate documentation and effective donor communication.
• Serve as the main point of contact for vehicle donors, providing excellent customer service and timely updates.
• Collaborate with the Accounting Manager to ensure accurate record-keeping and reporting for vehicle donations.

• Administrative and Communication Support:

• Research relevant content and trends to support the creation and scheduling of social media posts.
• Coordinate mailings, including newsletters, donor letters, and event-related communications, ensuring timely and accurate delivery.
• Open, read, and respond to mail for the Advancement Team.
• Develop and maintain an organized filing system, both electronically and on paper.

• Event and Campaign Support:

• Assist with planning and executing fundraising events, such as the Turkeyfoot Trot and other donor engagement activities.
• Manage event logistics, including RSVPs, materials preparation, and on-site support.
• Collaborate with team members to ensure the success of events and campaigns.

• Team Collaboration and Support Systems:

• Work closely with the Advancement Director, Volunteer Coordinator, and Communications Associate to align on team priorities and ensure effective communication.
• Collaborate with team members to streamline workflows and maintain consistency across projects.

Qualifications:

Required:

• Proven experience as an administrative assistant, office assistant, or similar role.
• High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Proficiency in Microsoft Office Suite, especially Excel and PowerPoint.
• Strong organizational skills with a keen attention to detail.
• Excellent written and verbal communication skills.
• Ability to learn and use donor management systems (e.g., Donor Perfect).

Preferred:

• Experience in nonprofit or fundraising environments.
• Familiarity with social media tools and conducting content-related research.
• Event planning or coordination experience.

Make a Difference Every Day with St. Vincent de Paul Northern Kentucky!

Are you ready to turn your passion into purpose? At St. Vincent de Paul Northern Kentucky, we believe everyone deserves hope, help, and a fair chance at a brighter future. We’re looking for a dedicated, detail-oriented, and mission-driven individual to join us as our Administrative Assistant – Advancement Team.

In this vital role, you’ll support donor engagement, coordinate vehicle donations, assist with event planning, and keep our Advancement Team organized and running smoothly. Every day, you’ll play a key role in helping us fulfill our mission by supporting the fundraising and operational efforts that create real change for those in need.

If you’re ready to support a mission that transforms lives, apply today!