Development Services Assistant

Reports to: Sr. Director of Development 
Position Status: Full-Time
Location: Hybrid 3 days in office
Starting Salary: $52,365

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POSITION SUMMARY 

The development services assistant is a vital member of our collaborative, mission-driven team, providing thoughtful, solutions-oriented administrative support to an outward-facing Development team that engages directly with professional advisors and their clients. We are looking for a highly organized and proactive self-starter who thrives working independently and anticipates needs before they arise. The ideal candidate brings strong communication, problem-solving skills, is confident leading projects and managing multiple priorities in a fast-paced environment.

PRIMARY DUTIES AND RESPONSIBILITIES

Team support: 

• Provides consistent administrative support to each Development team member (3) and The Community Foundation of Westmoreland County donor services officer (1), including but not limited to calendar management, travel arrangements and expense reports.
• Assists as first contact for professional advisors and donors to provide information including fund balances, investment details and grant reporting, and scheduling presentations and meetings.
• Proactively recommends and helps to implement improvements to administrative workflows and processes that streamline operations and support the Development team’s outward-facing work.
• Performs administrative duties including answering phones, managing emails, scanning documents, preparing mailings and greeting visitors.
• Proactively monitors development officers' calendars, anticipating short and long-term support needs.
• Conducts 15-minute weekly meetings with each direct report to understand development officers’ needs and assist officers in planning their weekly activities.
• Coordinates, manages and confirms logistics and document preparation for donor and advisor meetings including annual philanthropic reviews, new donor orientations and prospect meetings.   
• Support the creation, editing, and formatting of PowerPoint presentations for both internal meetings and external donor-facing engagements.
• Collaborates with the Finance and Investments team.
• Drafts and submits grant requests for fund holders as needed.
• Problem solves donor/advisor/fund issues, collaborating with necessary team members to create solutions and then working independently to problem-solve.
• Works with the assistant director of development to develop an agenda for monthly development team meetings and is responsible for filling in team members who are unable to attend. Responsibilities include taking notes during meetings, reporting back to the team with next steps and outstanding items.
• Enters and manages donor and advisor data and donor/advisor actions in database to ensure accuracy and confidentiality.
• Serves as back-up to other administrative assistant positions in DDS department.

Project Management:

• Maintains regular check-ins with individuals on the Development team to proactively address ongoing projects and tasks, such as prospect/advisor meetings and New Donor Orientations/Annual Philanthropic Reviews.
• Leads meetings management for internal staff and committees including but not limited to scheduling, organizing materials/agendas and tracking outcomes and action items. Develop and distribute an agenda for Development team meetings in advance of monthly meetings.
• Leads the planning, logistics and execution of special events for advisors such as Continuing Learning Events (CLEs), recognition events and Will Week.
• Lead and liaison with the technology and IT team to seamlessly integrate new technologies and serve as the point person for the development team.
• Coordinates onboarding materials, calendar set up for new hires to the development department. 
   

KEY SKILLS AND ABILITIES

• Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity, equity and inclusion.
• Commitment to the Foundation’s values of accountability, collaboration, community, racial justice and trust.
• Excellent written and verbal communication skills.
• Proactive attitude and anticipatory of needs within the department.
• Possess a proactive approach to problem-solving.
• Innate self-starter.
• Proven leadership capabilities.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of service and responsiveness.
• Strong teamwork and outstanding interpersonal skills while also confident in working independently.
• Independent problem-solving abilities.
• Must have excellent calendar and scheduling management skills.
• Must be extremely well organized and detail oriented with the ability to multi-task and have excellent time management skills.
• Possess a sense of personal warmth, genuine interest in others, and the ability to engage constituents in conversation while maintaining a professional manner.
   

QUALIFICATIONS AND EXPERIENCE

• Minimum of five years working in a support function for multiple parties such as healthcare operations, finance sector, hospitality or office operations.
• High degree of proficiency in Microsoft Office suite.
• Working knowledge of 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.

THE PITTSBURGH FOUNDATION IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY AND INCLUSION.

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 our mission and values    employee benefits