Development & Administrative Coordinator, Easterseals Hawaii

Catalight•Honolulu, HI

2d•Hybrid

About The Position

The Development & Administrative Coordinator, Easterseals Hawaii provides day-to-day administrative support to the Development team including, gift processing, event, as well as office support for Easterseals Hawaii. This is a support-level role: the Coordinator executes established processes, maintains accurate donor and financial records, and keeps the office and development activities running smoothly under the direction of development leadership. A portion of the role — roughly 20% of the position — provides administrative support to the Chief Executive Officer.

Requirements

High school diploma or equivalent required
2+ years of administrative, office coordination, executive assistant, or development support experience
Experience handling checks, cash, or financial records with accuracy and confidentiality preferred.
Experience with a donor database, CRM, or comparable records system preferred.
Strong written and verbal communication skills.
Excellent organizational, data entry, and time management skills.
Ability to work independently and collaboratively in a team environment.
Passion for the organization’s purpose and commitment to social impact.
Must be able to communicate effectively within the work environment, read and write using the primary language with the workplace.
Visual and auditory ability to work with donors, clients, staff and others in the workplace continuously.
Frequent speaking and listening (25-75%) to donors, clients, staff, and others in the workplace.
Utilize computer and cell phone for effective communication.
Ability to lift, carry, and transport event and office materials up to 25 pounds.
Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ).
Must have a valid Driver’s License with Insurance and maintain a clean driving record.
Ability to obtain and maintain clearance through the Office of Inspector General.
Able to travel to multiple work sites.
Reliable transportation needed.
Must attend any required training.

Nice To Haves

Associate’s degree or coursework in business administration, communications, nonprofit management, or a related field preferred.
nonprofit experience preferred.
Comfort with basic digital and social media tools used in donor communications.
Willingness to take initiative, ask questions, and pursue improvements to office and development processes.
Works a flexible schedule as necessary, including additional weekend or evening hours for special events or deadlines.
Travel requirement throughout Oahu and neighboring islands/the mainland as needed.
Appreciates and demonstrates collaboration across teams.
Serves as a role model, bringing our core values to life in your work.
Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
Personable; able to work comfortably with donors, board members, staff, clients, and community partners at all levels.
Strong interpersonal and relationship-building skills, with a service-oriented approach.
Approaches work with a growth mindset, welcome feedback, and understand that humans all have biases and are imperfect as a baseline.
Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.
Navigates ambiguity with an excitement for problem solving.
Commitment to meet agreed upon deadlines on time or ahead of schedule.
Transparent on action, pursuits, and outcomes.
A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters.
Willingness and commitment to self-reflection and re-thinking.
Ability to understand your physical, mental, social, and financial wellbeing needs with a willingness to co-create boundaries that allow you to sustainably show up and honor your humanity.
Capacity to contribute to and help cultivate effective + sustainable wellbeing driven spaces.

Responsibilities

Receive, open, log, and secure all incoming mail, including checks, cash, and in-kind gift documentation.
Process and record all donations accurately and works with the Operations team to insure donations are logged in the donor database within established timelines, including checks, credit card gifts, cash, online gifts, pledges, matching gifts, and stock or in-kind contributions.
Prepare check deposits and deliver or transmit deposits in accordance with organizational cash-handling and internal control procedures.
Reconcile gift records with Operations on a regular schedule and research and resolve discrepancies.
Maintain confidential donor and financial files in compliance with organizational policy and applicable regulations.
Enter and maintain accurate, up-to-date donor and prospect records in the donor database, including contact updates, coding, and gift history.
Run and distribute standard fundraising reports, mailing lists, and donor lists as requested.
Support donor stewardship activities, including thank-you calls, correspondence, mailings, recognition lists, and anniversary or milestone tracking.
Provide production support for appeals, campaigns, newsletters, and donor communications, including list preparation, proofreading, mail merges, assembly, and mailing.
Assist with the preparation and assembly of grant application materials, proposals, sponsorship packets, and impact reports.
Maintain development calendars, deadline trackers, and filing systems for grants, appeals, and donor touchpoints.
Provide logistical and administrative support for fundraising and community events, including venue and vendor coordination, supply ordering, and materials preparation.
Maintain event registration lists, RSVP tracking, guest and table assignments, name badges, and check-in materials.
Work with Development staff to track and record event sponsorships, ticket sales, auction items, and event revenue in the donor database.
Work with Development staff to recruit, schedule, and support event volunteers; serve as an on-site point of contact during events.
Assist with event setup, breakdown, transport of materials, and post-event follow-up including acknowledgments and reporting.
Compile post-event data and summaries for review by development leadership.
Serve as a welcoming first point of contact for the office: greet visitors, answer and route phone calls, and respond to general inquiries.
Manage incoming and outgoing mail, shipping, and deliveries.
Order, receive, and maintain supply needs for Development; track inventory and stay within budget guidelines.
Schedule and set up meetings, including room reservations, technology setup, materials, and catering.
Maintain organized physical and electronic filing systems, and support recordkeeping for the office.
Process and submit invoices, check requests, expense reports, and credit card reconciliations for development and administrative expenses.
Support onboarding logistics and general office needs for staff and visiting team members.
Coordinate CEO travel arrangements, itineraries, registrations, and related expense reporting.
Prepare meeting materials, agendas, and briefing documents at the CEO’s direction, and track resulting action items and follow-ups.
Draft, format, proofread, and distribute correspondence, thank-you letters, and other documents on behalf of the CEO.
Provide administrative support for Board and committee meetings, including scheduling, packet assembly, distribution, and meeting logistics.
Handle confidential and sensitive information with the highest level of discretion.