Executive and Advancement Administrator

Raw Art Works • Lynn, MA

6d • Onsite

About The Position

The Executive & Advancement Administrator supports RAW's Executive Director and the systems behind its fundraising work. About half the role is executive support and project coordination; the other half is donor database, gift processing, and development support. It suits someone who enjoys variety, protects confidential information, and follows through on details. The position reports to the Executive Director, who sets overall priorities and evaluates performance with input from the Development Director. The Development Director guides day-to-day development operations. There are no direct reports.

Requirements

• Experience providing executive or senior-level administrative support, including calendar, meeting, and priority management
• Experience with fundraising operations, gift processing, or donor databases
• Strong calendar, project, and deadline management, with the ability to balance competing priorities and communicate early when timelines shift
• Database proficiency, along with spreadsheet, reporting, and data-quality skills
• Excellent written communication and proofreading skills; you catch errors before they reach donors or leadership
• Experience handling confidential information, and a clear sense of when to act independently and when to check in
• Experience working across finance, marketing, programs, and leadership, and a view of responsibilities as shared
• Cultural responsiveness and a commitment to equity and inclusion with donors, staff, and youth
• Ability to learn new systems quickly and improve administrative processes
• Successful completion of a background check is required as a condition of employment

Nice To Haves

• Experience using DonorPerfect or a similar donor CRM
• Experience working in a nonprofit organization
• A track record of improving administrative systems and making processes simpler and more reliable
• The instinct to anticipate needs and raise potential issues before they become problems

Responsibilities

• Manage the Executive Director's calendar, including scheduling, setting priorities with the Executive Director, and resolving conflicts
• Coordinate internal and external meetings: prepare agendas and materials, take notes as needed, and send follow-up
• Plan ahead for scheduling and logistical needs, including external commitments and travel
• Handle confidential information and sensitive communications with discretion
• Maintain a tracking system for the Executive Director's key initiatives, priorities, and deadlines
• Follow up with staff across departments on action items and flag anything at risk of slipping
• Document decisions, next steps, and progress on strategic projects
• Coordinate cross-functional projects on behalf of the Executive Director as needed
• Enter all gifts into DonorPerfect accurately and on time
• Process and deposit incoming donations in accordance with RAW's financial procedures
• Run regular data audits and merge duplicate records so donor data stays clean and reliable
• Record and honor donor communication preferences, including preferred names, salutations, and opt-in or opt-out requests
• Reconcile gift records with the finance team on a regular schedule and provide data for financial reporting
• Produce and send thank-you letters and tax acknowledgments promptly
• Carry out stewardship touchpoints, including welcome, milestone, and impact communications
• Pull and segment donor lists for the Design & Marketing Manager for campaigns and appeals
• Provide administrative and logistical support for fundraising events
• Pull giving data and prepare materials for board reports and grant applications
• Gather impact stories and information from program staff for donor communications, with care for youth privacy and consent
• Share information between the Executive Director's office and the development team so priorities and deadlines stay aligned
• Build strong working relationships across Development, Finance, Marketing, Programs, and leadership
• Identify and propose improvements to administrative and development processes
• Take part in supervision, staff meetings, and professional development as a member of the RAW community

Benefits

• Health coverage including medical, dental, and vision insurance, with coverage beginning on your first day of employment.
• Additional health and financial benefits: health care and dependent care Flexible Spending Accounts, an employer-funded Health Reimbursement Arrangement, and employer-paid life, AD&D, and long-term disability insurance.
• Generous time off: 15 days of paid time off in your first year, paid sick time, 12 paid holidays, a paid birthday holiday, and 2 floating holidays.
• A 401(k) retirement plan with an employer match for eligible employees after one year of service.
• Pre-tax MBTA commuter benefits.
• As a 501(c)(3) nonprofit employer, full-time RAW staff may qualify for Public Service Loan Forgiveness.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed