Administrative Assistant

Acton Institute•Grand Rapids, MI

14d

About The Position

The Administrative Assistant provides administrative, data-entry, and operational support to the Acton Institute’s Development Department. A primary responsibility is maintaining accurate donor and prospect information in Salesforce. The position also supports departmental records, correspondence, gift documentation, mailings, and other day-to-day administrative needs. The ideal candidate is detail-oriented, organized, dependable, and comfortable with routine data-entry work while managing a variety of administrative tasks. This is a temporary contract engagement for an independent contractor. Compensation and the scope and duration of services will be established in the independent contract agreement.

Requirements

High school diploma or equivalent required.
Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.
Strong attention to detail and commitment to accurate, consistent data entry.
Excellent organizational skills, including the ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills.
Ability to handle confidential information with discretion and sound judgment.
Dependable, collaborative, adaptable, and willing to take initiative.
Demonstrated understanding of and appreciation for the Acton Institute’s mission and values.

Nice To Haves

Additional education or relevant administrative experience.
Previous experience in administrative support, data entry, office support, or a similar role.
Experience with Salesforce or another customer relationship management (CRM) database; ability to learn new databases and systems.

Responsibilities

Update donor, prospect, event-attendee, foundation, and other constituent records in Salesforce.
Record gifts, pledges, contact information, and other development-related information as assigned.
Update addresses and other contact details using returned mail, address-change reports, and other reliable source information.
Log communications with relevant contacts in Salesforce and maintain complete, accurate records.
Review records for completeness and consistency; identify and correct errors, discrepancies, and duplicate records in accordance with established procedures.
Enter information from gift documentation, spreadsheets, and other source materials.
Assist with data imports, validation, and routine database maintenance.
Prepare routine Salesforce reports, lists, and data exports as requested.
Protect confidential donor and financial information.
Provide day-to-day administrative assistance to members of the Development Department.
Prepare, format, proofread, and organize correspondence.
Maintain organized electronic files, shared folders, and departmental records.
Respond to internal requests for information and administrative assistance in a timely and professional manner.
Assist with mailings, office supplies, and other routine administrative needs.
Assist with the documentation and entry of gifts and pledges, and organize supporting records for accurate processing and reconciliation.
Prepare donor acknowledgment letters, mailing lists, and other donor-related materials using established templates and procedures.
Help organize materials and information for fundraising initiatives, donor communications, and departmental mailings.
Maintain donor lists, prospect lists, and other development tracking documents.