Administrative Assistant, Philanthropy

Job Description

Position Description:

This position is part of the Philanthropy Team that inspires and engages philanthropic giving for the benefit of residents and the communities of Greater Atlanta. We accomplish this through the consistent delivery of excellent donor services. The administrative assistant is primarily responsible for performing, coordinating and overseeing technical and office administrative duties in support of the Philanthropy Department and the donors we serve.

Key accountabilities of the position:

Provide administrative support for the Senior Vice President, Philanthropy; and Philanthropy Department, including:

  • Prepare, organize, update, and coordinate calendars for the SVP, team members, the department, and with the organization;
  • Provide administrative and coordination support on projects and other efforts including receive/screen communications; prioritize, channel, and facilitate communication from internal and external partners; assist with travel arrangements; assist with presentation development, arrange meetings and conferences;
  • Coordinate the preparation and maintenance of the master prospect list, updating and importing data from Raiser’s Edge and FIMS;
  • Design, prepare and keep updated various Excel documents such as the Foundation’s score card;
  • Support budget management and other financial oversight of department ;
  • Review and summarize reports and documents;
    prepare background documents as needed; research, analyze, and execute administrative projects for the department
  • Provide support and information for Philanthropy Board Committee including generating reports, drafting minutes, scheduling meetings and appointments, preparing first draft documents and materials for Philanthropy SVP to distribute to board members
  • Support end of year donor letters and other mailings including working with team members for distribution list creation and maintenance, generating mailing labels, stuffing and distributing mailings (may include partnering with Marketing and Communications Department.)
  • Enter new and keep up to date contact records for Professional Advisors, Prospect Donors, and Current Donors for use in invitations, mailings, segmentation and analysis, reporting, etc.
  • Monitor online sources, newspaper obituaries, etc. to identify potential planned gifts
  • Conduct prospect research and prepare prospect briefings for SVP and staff in advance of cultivation meetings
  • Prepare expense reports, process invoices for SVP approval, and obtain signatures from the SVP for staff-generated reports;
  • Print and assemble packets of materials as needed for donor meetings, professional advisors meeting, or as needed.
  • Serve as front desk back-up and sort/deliver mail back-up as necessary
  • Serve as notary back-up (preferred)
  • Assists with special projects
  • Other duties as assigned



  • Motivated self-starter with a passion for service and the value of philanthropy in our community
  • Desire and ability to quickly learn, adapt and appropriately apply a variety of technology applications to work processes (web, database, data visualization, etc.)
  • Interest in learning and developing skills in the science and art of philanthropy
  • Ability to work on multiple requests at the same time, performing each with high attention to detail and quality
  • Strong interpersonal communication and customer service skills, including ability to accommodate a high level of interaction with foundation staff, donors, professional advisors, and general members of the community
  • Strong time management skills with ability to manage and prioritize multiple tasks
  • Dedication to efficiency and process improvement
  • Extensive knowledge of information systems, computers, office equipment and clerical procedures
  • Proficiency in Microsoft Office Suite including Outlook, Excel, PowerPoint, and Word; philanthropy records systems database technology such as Raiser’s Edge or FIMS is a plus


  • 3+ years’ professional experience in administration/coordination duties and responsibilities outlined in this profile; preferred experience in administration, project management, database administration.

Bachelor’s degree in business, nonprofit management, finance, social service, public administration or related field preferred.

Next Steps:
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Full Job Description

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