Basic Functions: The Administrative Assistant Coordinator reports to the Director of Development and works in conjunction with the Director of Donor Relations on special donor initiatives.
The Administrative Assistant Coordinator provides assistance and support in the overall administrative operations of the Development Office including developing, planning and implementing special projects in conjunction with individual and major donor efforts. Another main component of this job is to manage all donor cultivation events and donor thank you events related to the Foundation and Corporate, Annual Fund and Planned Giving Programs. In addition, the Administrative Assistant Coordinator will be the "lead" staff person in establishing and maintaining the Donor Recognition plaque program and coordinate the workload for our interns and volunteers.
Report to Director of Development and provide necessary administrative support including phone calls, emails, letters, mailings, meeting coordination and follow-up.
Responsible for maintaining and reporting of:
Opening mail and log of checks for Annual Fund and Foundation Programs
Departmental Expenses and Billing (check requests & credit card expenses)
Compile the following reports: Monthly Fund Raising Progress, Executive Committee Report; Cabinet Report; Board Letter Blurbs, Business Plans, Year End Report and any miscellaneous reports requested by the Director of Development.
Responsible for processing forms and training newly hired administrative staff.
Work in coordination with the Event Assistant (EA) to respond to the in-kind donation phone calls/emails and be the EA's back-up if he/she is out of the office.
Manage administrative workload for internal volunteers throughout the year
Organize 100th Anniversary committee meetings, take minutes ad follow up on volunteer requests.
Created and maintain 100th Anniversary Centennial donor committee members’ call sheets and prospect lists.
Run specialized reports and queries from Raiser’s Edge.
Organize and attend Planned Giving Subcommittee meetings and record minutes.
Work with Senior staff to prepare presentation materials and appropriate fund raising materials for Annual Fund, Planned Giving, Foundation and Corporate and Major Donor presentations/solicitations/ luncheons using power point and other presentation software programs.
Spearhead the research for all campaign donors/prospects using various on line search engines.
Donor Event Management:
Coordinate logistics and manage donor events for Cultivation/Planned Giving/Annual Fund/Donor meetings and cultivation events including but not limited to:
Working with Senior Staff to identify appropriate invitation lists, create and execute invitation mailings for various campaigns and Donor Relations Programs
Implement and manage effective RSVP system(s) relative to each event
Secure and manage catering services for meetings/events
Identify and manage event logistic/details and staffing needs
Lead and executive external/internal event follow-up in a timely and effective manner.
For the following annual cultivation events:
Thanks for Giving/ Thanks for Volunteering at Archbishop’s Residence for individuals and major donors
Legacy of Hope Luncheon for Planned Giving donors
Tax Seminar for attorneys and financial professionals at Northern Trust
Donor Mass for Annual Fund donors
New Year's Day Luncheon for Catholic Charities' clients
Various Donor Events and 100th Anniversary Centennial Pre-Program meetings
Manage Donor Plaque & Recognition System:
Work with the Senior fund raising staff to create a plan to identify donor plaque needs/donor facility plaques/program plaque needs
Work with vendors on creating plaques/obtaining donor approval for verbiage
Coordinate timeline, delivery and installation of plaques
Track plaque locations in Raisers Edge and in each donor's RE records; and
Work with fund raising staff to arrange donor plaque dedication events when appropriate
Attend various special and cultivation events throughout the year.
Attend various special events and cultivation events throughout the year.
Bachelor's Degree Preferred
3-5 years Administrative work experience, preferably in a fundraising or PR/Marketing office
Excellent verbal, written communication skills
Organizational skills and attention to detail a must
Proficiency with personal computers and related software, especially MS Word, Excel, Raiser's Edge and PowerPoint experience
Ability to manage multiple tasks and meet deadlines consistently
Excellent interpersonal skills
Ability to provide transportation to and from meetings and events
The Catholic Charities of the Archdiocese of Chicago is an equal opportunity employer and consideration for employment is made without regard to race, color, religion, age, gender, gender identity, sexual orientation, national origin, disability status, protected veteran status, or any other characteristic protected by law.