Development Administrative Assistant

Indian River County Habitat For Humanity•Vero Beach, FL

7h•$20 - $23•Onsite

About The Position

The Development Administrative Assistant provides essential administrative, database, reporting, and operational support to the Development Department. This position helps ensure that donor information is accurate, gifts are entered properly, reports are prepared in a timely manner, and the Development team has the support needed to carry out fundraising, stewardship, events, sponsorships, grants, and community engagement activities. This role is highly detail-oriented and requires accuracy, organization, confidentiality, and the ability to support multiple members of the Development team. The position is responsible for gift entry and database maintenance as a primary function, while also assisting with reporting, donor communications, mailings, events, and general Development operations.

Requirements

Experience in a nonprofit, fundraising, administrative, or office support role.
Experience with donor databases, CRM systems, or Blackbaud/Raiser’s Edge.
Familiarity with gift entry, donor receipting, acknowledgements, mailings, or donor records.
Experience preparing reports, mailing lists, or data exports.
Basic understanding of nonprofit fundraising, donor stewardship, campaigns, sponsorships, and events.
Accuracy
Confidentiality
Organization
Reliability
Team support
Attention to detail
Follow-through
Database management
Communication
Flexibility
Must have a valid driver’s license and be legal resident of the United States.

Responsibilities

Enter gifts into the donor database accurately and in a timely manner.
Process checks, cash, credit card gifts, online gifts, pledges, sponsorships, event gifts, tribute gifts, and recurring gifts.
Ensure gifts are coded correctly by campaign, fund, appeal, event, restriction, payment type, and donor record.
Generate donor receipts and acknowledgement letters as assigned.
Assist with preparing acknowledgment letters for mailing or electronic delivery.
Update donor contact information, including addresses, emails, phone numbers, household records, organization records, and communication preferences.
Assist with database cleanup, including duplicate records, incomplete records, outdated information, returned mail, and address updates.
Maintain accurate donor giving histories and donor communication records.
Follow established data entry standards to ensure consistency and accuracy.
Maintain confidentiality of donor and financial information.
Work with Development and Finance staff to help resolve gift entry questions or discrepancies.
Prepare routine donor reports, gift, reports, campaign reports, mailing lists, and event related lists as requested.
Assist with pledge reports, sponsorship reports, appeal results, and donor giving summaries.
Support monthly, quarterly, year-end, and campaign reporting needs.
Assist with reconciliation support between Development records and Finance records.
Help ensure reports are accurate by reviewing data for missing information, duplicate records, coding issues, or inconsistencies.
Provide donor lists and data support for appeals, newsletters, stewardship mailings, sponsorship outreach, and special events.
Assist with tracking donor activity, event participation, sponsorships, and campaign responses.
Support Development leadership with simple data pulls, exports, and summaries.
Provide administrative support to the Development team, including the Chief Development Officer, development staff, grant staff, event staff, and communications staff.
Assist with donor mailings, appeal letters, sponsorship packets, invitations, thank-you notes, stewardship pieces, and other donor communications.
Support preparation for donor meetings, committee meetings, campaign meetings, and Development events.
Help maintain donor files, sponsorship records, event records, grant support documents, and department materials.
Assist with event preparation, including registration lists, name tags, sponsor lists, printed materials, guest lists, follow-up lists, and post-event gift entry.
Support tracking of sponsorship commitments, event attendees, pledges, and follow-up tasks.
Assist with ordering supplies, preparing packets, printing materials, organizing mailings, and coordinating Development logistics.
Help maintain Development calendars, task lists, and project timelines as assigned.
Provide general administrative support for appeals, annual giving, major gifts, sponsorships, grants, volunteer-related donor engagement, and community outreach.
Serve as a dependable support person for the development team to help keep projects organized and moving forward.