Development Administrative Assistant

Boyce Thompson Arboretum•Superior, AZ

2d•Onsite

About The Position

This position is part of Boyce Thompson Arboretum’s Development Team and is critical to the team’s success in delivering exceptional donor and member experience. The Development and Membership Administrative Assistant will be responsible for providing essential administrative, operational, and data support to the Development team, with a strong focus on membership and donor processes. This role ensures the smooth day-to-day functioning of development and membership activities through accurate recordkeeping, timely communications, and efficient coordination. This position is highly detail-oriented and plays a critical role in supporting donor stewardship, membership operations, and overall team effectiveness.

Requirements

Associates degree in Office Administration; at least 1+ year of experience in office administration, or related field.
Experience with fundraising special events
Experience in membership services within a nonprofit.
Experience with donor databases, Altru, Blackbaud, Virtuous preferred
Knowledge of fundraising and prospect management databases
Experience with administration of membership or donor program in a nonprofit organization.
Excellent written and verbal communication skills
Has the desire to build external relationships.
A self-starter, goal-oriented, adaptable
Possesses excellent written and verbal communication skills
Works well alone and as part of a team.
Demonstrates professional equanimity and composure.
Able to work flexible hours including occasional nights, holidays, and weekends.
Ability to operate standard office equipment and keyboards.
Ability to communicate with fellow staff, applicants, stakeholders, visitors, and donors. Communication will include one-to-one, small, and large group communication. Communications need to be in English. Communication means both written and oral communication.
Ability to work in a sedentary position for up to 8 hours at a time.
Must occasionally be able to work on weekends, evenings, and holidays.
Ability to lift 10 pounds. During special events activities, may be required to lift up to 50 pounds with assistance.
Must have the ability to walk short distances and move throughout the arboretum office and grounds, occasionally traverse uneven terrain and hiking conditions, and perform repetitive movement of the wrists, hands, and/or fingers.
Fully functional vision is required to perform essential duties of the position (prescription lenses are acceptable).

Nice To Haves

Experience in creating digital communications and graphic design in Canva or Constant Contact is a plus!

Responsibilities

Support administrative operations in support of the development team including the Director of Development, Development and Membership Officer, and Membership Coordinator. This includes managing calendars, schedules, and coordinating donor events and outreach as needed.
Acts as primary CRM data-entry administrative support including adequate recordkeeping in Altru and Virtuous, tracking donor engagement, moves management reporting, grant writing reports, scheduling and communications calendars.
Monitors and addresses support emails and the Development phone line and responds to donor and member call inquiries.
Provides high level customer service in all interactions.
Manage different and often conflicting schedules, projects and/or activities.
Plans, organizes and provides administrative support for a variety of confidential correspondence, presentations and communications.
Supports the stewardship process to ensure accurate and timely donor communications both in digital and in print format.
Maintain Standard Operating Procedures (SOPs) and gift agreement procedures for the department
Prepare materials for donor meetings, tours, reports, and presentations as needed
Support development and membership engagement events including coordination and logistics.
Provides planning, organization, and administrative support for special projects/assignments.
Assist with Board Committees and taking minutes as needed.
Work Collaboratively with the Executive Assistant to plan and implement Board meetings and Board activities.
Provides assistance to the Membership Department as needed, including onsite events, donor tours and membership program support. This could include assisting with Visitor Center interactions.
Represent Boyce Thompson Arboretum in the community, as needed, and adhere to Associate of Fundraising Professionals Code of Ethical Standards.
Maintain confidentiality in all aspects of the Development Department work.