Administrative Associate for Advancement

Breckenridge Village•Tyler, TX

30d

About The Position

The Administrative Assistant for Advancement plays a critical support role in the Advancement team, ensuring accurate gift processing, donor record management, financial documentation, and operational efficiency. This role serves as a bridge between fundraising and finance, managing both development operations and administrative responsibilities to optimize revenue tracking, reporting, and stewardship. This is a detail-oriented and highly organized individual who enjoys behind-the-scenes work that supports donor satisfaction, financial accuracy, and mission success.

Requirements

Required – Associate degree in business administration, paralegal studies, criminal justice, communications or related field
Required – Five (5) years of experience in administrative/assistant support role
Excellent written and communication skills
Ability to carefully analyze files and data (attention to detail)
Possess strong organizational skills
Ability to multitask and adapt in a fast paced environment and work collaboratively and independently to achieve stated goals on deadline
Strong attention to detail and commitment to data accuracy.
Proficiency with donor management software (Salesforce preferred) and Microsoft Office/Google Workspace.
Ability to manage confidential information with discretion.
Clear written and verbal communication skills.
Strong organizational skills and the ability to manage multiple tasks simultaneously.
Ability to work independently and take initiative while being a collaborative team player.
Demonstrates reliability, accountability, and timeliness in task execution.
Mission-driven and committed to high-quality donor service.

Nice To Haves

Preferred – bachelor’s degree in business, communications, legal studies/administration or related field.
Preferred –Minimum of three years direct executive level management support.

Responsibilities

Process and accurately record all gifts, pledges, and contributions in Salesforce Nonprofit Cloud.
Prepare and distribute donor acknowledgments, receipts, and other stewardship communications.
Maintain donor and gift data integrity, including regular updates, reconciliation, and reporting.
Support the VP of Advancement and team in campaign execution, including data pulls, mailings, and tracking results.
Manage the purchase order system including tracking receipts and invoices; contacting vendors, contractors, suppliers, and the Accounting Office; and providing feedback to executive team.
Process Advancement Team expense reports, requisitions/invoices and track reimbursements.
Assist with grant tracking, reporting, and compliance as needed.
Support event and campaign logistics where necessary, including setup, registration, and donor tracking.
Generate routine and ad-hoc advancement reports for leadership and the board.
Support Advancement Team, as needed, with travel, itineraries, and organizing all background materials in advance.