Administrative Assistant-Foundation

UNC Health•Hendersonville, NC

2d•Onsite

About The Position

The Administrative Assistant, Foundation is the primary point of contact for visitors to the Foundation and supports its operations through administrative work across donor relations, event coordination, financial management, and database management. The role maintains confidential donor records and the Foundation’s Virtuous database, supports meetings and financial documentation, and assists with the organization of major events.

Requirements

Associate’s degree or an equivalent combination of education and experience.
Experience in a customer service or administrative support capacity.
High level of accuracy in data entry and record maintenance.
Ability to manage multiple tasks and prioritize effectively.
Strong written and verbal communication skills for donor relations, meeting documentation, and staff training.
Experience working with spreadsheets, databases, or other table data.
Experience with standard office productivity suite applications, including Microsoft Word, Constant Contact, and other general office software.
Experience handling financial documentation and/or preparing financial reports.
Experience planning and executing events, including managing volunteers and auction items.

Nice To Haves

Proficiency with Microsoft Office products, including mail merges, form creation, simple formulas, and VLOOKUP.
Experience with the Virtuous database.

Responsibilities

Accurately enter and acknowledge gifts, pledges, and contributions.
Handle event tickets and sponsorships.
Maintain accurate and confidential donor records and produce communication and reporting lists.
Regularly update and maintain the Foundation’s donor database to ensure data integrity.
Collaborate with the team to organize major Foundation events.
Manage event committees and volunteers, oversee the silent auction component, and maintain comprehensive event binders.
Handle checks and invoices; prepare financial packets for meetings and maintain records for audits.
Take minutes for finance and board meetings and prepare necessary meeting documentation.
Generate and distribute reports and lists; create, execute, and validate customized queries.
Ensure the accuracy and integrity of data in the Virtuous database, conduct regular data audits and clean-ups, and manage email lists in alignment with Virtuous CRM.
Train staff on database usage and best practices, document procedures, and manage database tools.