Administrative Assistant – Development

Title:                                                   Administrative Assistant

Department:                                     Development

Reports to:                                        Director of Development

Classification:                                    Regular, Full-time

FLSA Status:                                       Non-Exempt

Evenings/Weekends/Holidays:      As needed or assigned by Management

To apply please submit a resume with cover letter to employment@dday.org.  This position is open until filled.

NO PHONE CALLS PLEASE.  

The National D-Day Memorial Foundation is an Equal Opportunity Employer. 

Please see an overview of the duties provided below.

 JOB OVERVIEW

The Development Administrative Assistant (DAA) reports to the Director of Development. The DAA will provide administrative support to the Director of Development. The DAA will also be responsible for donor contribution processing and acknowledgment. The DAA will provide superior customer service support with an emphasis on courtesy, confidentiality, and discretion. This position provides support to key areas of the department including memberships, major gifts, grants, events, capital campaigns, and annual giving programs. All duties are to be performed in compliance with state and federal law, as well as the policies and procedures of the National D-Day Memorial Foundation. This position requires an in-office presence; as well as some evening, weekend, and holiday hours as needed to complete organizational goals, or as assigned by management.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

  • Arrive to work on time and work as scheduled.
  • Field incoming calls, greet visitors and respond to donor inquiries.
  • Respond to customer and donor requests and complaints.
  • Provide scheduling support for the Director of Development by booking appointments and preventing conflicts.
  • Make travel arrangements for the Director of Development such as booking flights, cars, and making hotel and restaurant reservations.
  • Screen phone calls and route callers to the appropriate party.
  • Generate reports, transcribe meeting minutes, create presentations, and conduct research as needed.
  • Anticipate the needs of the Director of the Development and other team members in order to ensure a seamless and positive experience.
  • Review contribution correspondence, determine donor intent, and process contributions to ensure funds are properly allocated and donor receives appropriate recognition, acknowledgment, and tax information.
  • Coordinate the acknowledgment and fulfillment process for all gifts and membership transactions to ensure timely and accurate donor stewardship.
  • Create and distribute membership cards, send reminders for renewal, and provide membership reports.
  • Manage outstanding pledges and ensure timely reminders are sent in advance of installment date.
  • Work with the Accounting department to reconcile development and accounting records, provide timely and accurate financial reports on a daily, monthly and as-needed basis.
  • Maintain hard copy and electronic donor files in accordance to institutional document retention policy, donor privacy policy, and audit compliance.
  • Coordinate schedule with office receptionist to ensure adequate office coverage.
  • Generate purchase orders as needed.
  • Collect Director of Development business receipts and submit to the Director of Administration.
  • Generate a monthly or bi-monthly expense report for the Director of Development.
  • Run business-related errands as needed or requested.
  • Assist with preparation, distribution, and maintenance of development funding proposals to include copying material, package assembly, data entry, and filing.
  • Handle office tasks such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
  • Perform other duties as assigned by the Director of Development.

 

OTHER REQUIREMENTS

This position requires the aptitude and willingness to perform the following KSA’s in accordance with the policies and procedures of the National D-Day Memorial Foundation:

  • Present a professional appearance, attitude, and demeanor at all times.
  • Demonstrate effective organizational and interpersonal skills.
  • Be detail and deadline oriented with a strong work ethic.
  • Exhibit the ability to prioritize and manage multiple projects, tasks, and deadlines.
  • Be creative, highly motivated, outgoing, and team-oriented.
  • Exhibit proficiency in Microsoft Office and donor database; Raiser’s Edge preferred.
  • Demonstrate a proven track record for setting and achieving challenging goals.
  • Demonstrate experience handling sensitive situations with diplomacy.
  • Exhibit the ability to work collaboratively with other departments.
  • Work weekend and evening hours as needed or requested.

 

SUPERVISORY RESPONSIBILITIES

This position has no direct or indirect reports.

 

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

EDUCATION and/or EXPERIENCE

Associate’s degree with one to two years’ related experience and/or training preferred; or equivalent combination of education.

  • experience in database systems and gift processing preferred

 

LANGUAGE and COMMUNICATION SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization.

  • exhibit above-average public relations and customer service skills
  • exhibit above average written and oral communication skills
  • work well with the general public
  • maintain a positive relationship and work well with management, co-workers, and volunteers

 

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

  • demonstrate the ability to make common-sense decisions
  • exhibit a high level of skill with problem resolution
  • exhibit a high level of confidentiality

 

CERTIFICATES, LICENSES, REGISTRATIONS

Valid driver’s license required.

 

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear.  The employee is often required to stand or walk; however, rarely required to climb, balance, stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

 

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The National D-Day Memorial is an outdoor facility. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions in addition to a standard office environment. Dependent on the task or circumstance, the employee might be exposed to moving mechanical parts, fumes or airborne particles and vibration. The noise level in the office environment is usually quiet to moderate.