Position Status: Non-Exempt
The Development Administrative Assistant is a key member of the Development and Donor Services (DDS) team providing administrative and back office support to four members of the team including the SVP Development and Donor Services, Director of Development, Senior Development Officer and Development Officer. The Development Administrative Assistant provides exceptional assistance to the professionals he/she supports in addition to customer service to the Foundation’s numerous donors and leaders in the community. The ideal candidate is a consummate professional with a strong work ethic, excellent customer service skills and attention to detail. He/she will have a significant administrative background with deep experience in the Microsoft Office suite, and excellent written and verbal communication skills.
- Performs administrative and office support activities for the Development and Donor Services department, primarily for the department head and Development officers.
- Requires strong computer and internet research skills, flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.
- Reviews legal fund agreements with an eye towards completeness.
- Resolves administrative problems by analyzing situations, working across teams and identifying solutions.
- Has an inquiring mind and instinctive problem-solving inclination.
- Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
- Duties may include but are not limited to:
- Fielding and/or routing telephone calls and correspondence.
- Drafting letters and documents, primarily Fund Agreements through HotDocs, Memoranda of Understanding, correspondence and to a lesser extent Annual Philanthropic Reviews and New Donor Orientations. Reviews documents for accuracy and to ensure all collateral material is enclosed.
- Serves as Development’s point of contact in preparation of materials for Trust Advisory Committee (TAC). Responsible for the assembly and submission of TAC related materials to the TAC chair for review. Includes working with the donor or Development Officer as appropriate as well as the creation of legal fund agreements and amendments utilizing document system.
- Preparing packets and managing a schedule for distribution to professional advisors.
- Managing calendars by planning and scheduling meetings, conferences and travel.
- Answering inquiries from donors.
- Has primary responsibility to support all development related events at the Foundation including event management, scheduling rooms, ordering food, creating name tags, arranging parking and operating AV/meeting space technology.
- Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Arranges Development and Donor Services committee meetings including agenda preparation, scheduling with committee members, preparation of presentations, and writing of the minutes to be included in the Board Book (quarterly).
- Receives and directs visitors and inquiries.
- Prepares expense reports and tracks budget expenses.
- Creates spreadsheets.
- Updates presentations.
- Prepares Replicon timesheets for DDS approval.
- Filing, scanning, faxing.
- Constituent entry for new and planned gifts.
- Serve as backup to other members on the administrative team for gift entry process and NetCommunity (Foundation’s constituent-facing online system).
- Work occasionally in the evening.
- Serves as backup to the Donor Services Associate.
- Other duties as assigned.
- Minimum of 7 years working in a support function for multiple parties.
- High degree of proficiency in Microsoft Office suite.
- Working knowledge of document creation and manipulation within Adobe Acrobat.
- Excellent project management skills and the ability to manage several projects simultaneously.
- Experience or interest working in a fast-paced environment.
- Requires excellent verbal and written communication skills.
- Strong problem-solving skills.
- Attention to detail and a high level of accuracy.
- Possess ability to prioritize work and meet deadlines.
- Works well within a dynamic team environment.
- Flexibility in meeting changing demands.
- Exceptional customer service attitude.
- Sensitivity to confidential matters is required.
- Sense of humor.
- Bachelor’s Degree or equivalent experience.
- Experience with Blackbaud’s Suite of products particularly Raisers Edge.
- Knowledge of the community’s philanthropic and nonprofit communities.
Interested candidates should submit resume and cover letter to jobs [at] pghfdn.org.
About The Pittsburgh Foundation
Established in 1945, The Pittsburgh Foundation is one of the nation’s oldest community foundations and is the 13th largest of more than 750 community foundations across the United States. As a community foundation, our resources comprise endowment funds established by individuals, businesses and organizations with a passion for charitable giving and a deep commitment to the Pittsburgh community. The Foundation has approximately 2,000 individual donor funds and, together with its supporting organizations, assets of over $1 billion. Grantmaking from the funds benefits a broad spectrum of community life within Pittsburgh and beyond with over 2,000 grantees receiving funding annually. The Foundation typically awards grants of more than $40 million each year. Grantmaking from the Foundation’s discretionary funds leverages a broad range of resources and enables the Foundation to be an important change agent for the region. Approximately 85% of all grantmaking dollars stay within the Pittsburgh region.