Administrative Assistant, Philanthropy

Job Description

Reports To: Senior Vice President, Philanthropy
Job Information: Full-Time
Job Status: Exempt

Position Description:
The Community Foundation for Greater Atlanta strengthens our region by providing quality services to donors and innovative leadership to improve our community. This position is part of the Philanthropy Department, comprised of two teams: Development and Current Donor. The administrative assistant is primarily responsible for performing, coordinating and overseeing technical and office administrative duties in support of the Philanthropy Department.

Key accountabilities of the position:

  • Provide administrative support for the Senior Vice President, Philanthropy; and Philanthropy Department, including:
  • 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, appointment schedules and calendars; assist with presentation development, arrange meetings and conferences
  • 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, 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 Development Stewardship Manager Philanthropy Department on 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
  • 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 giving back
  • 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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The Community Foundation for Greater Atlanta is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees


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