Philanthropy Administrative Assistant

Trinity Health•Pittsburgh, PA

1d•Onsite

About The Position

Pittsburgh Mercy is seeking a highly organized, tech-savvy, relationship-focused professional to provide administrative, operational, and programmatic support to the Executive Director of McAuley Ministries and the VP of Development for Pittsburgh Mercy. The role supports a collaborative team of fundraising and grantmaking professionals and works with donors, grantees, community partners, trustees, and colleagues in a mission-driven environment. The assistant manages office administration, data, and customer relationships. Responsibilities include calendar and meeting coordination, travel arrangements, document preparation, event logistics, meeting minutes and follow-up, administration of the Board portal and the organization’s grantmaking AI Assistant, office operations, and grantmaking support. The position also manages donor and grantmaking databases, maintaining accurate records in line with philanthropic coding policies, and serves as a first point of contact for inquiries. The role is non-exempt/hourly and is in office Monday through Friday during standard business hours, with occasional early mornings, evenings, or weekends. Work is split equally between the Convent of Mercy on Carlow University’s campus and Pittsburgh Mercy’s headquarters; free parking is provided at both locations. A comprehensive benefits package begins on the first day of employment.

Requirements

Bachelor’s degree in business, health care, or a related field, or a high school diploma or equivalent.
At least 2 years of experience in data administration and/or nonprofit fundraising.
Knowledge of office management principles and office procedures.
Strong working knowledge of Microsoft Office 365.
Personal and professional values consistent with those of Pittsburgh Mercy, Trinity Health, and its sponsors.
Valid driver’s license and use of a vehicle for work.
ACT 33/34 and FBI clearances.
Successful completion of pre-employment drug screening.

Nice To Haves

Experience with Blackbaud Donor Pro, Constant Contact CRM, Foundant Grantmaking, legal contract management systems such as iCertis, and Accounts Payable systems such as PeopleSoft.
Ability and willingness to further develop skills in relevant software applications when necessary.

Responsibilities

Provide day-to-day administrative support, including calendar management, appointment scheduling, meeting coordination, and local travel arrangements.
Oversee administration and ongoing support of the organization’s grantmaking AI Assistant, Irene.
Draft, edit, format, and prepare correspondence, presentations, spreadsheets, reports, and other business documents.
Coordinate logistics for foundation and corporate meetings, site visits, and special events, including hospitality, catering, audiovisual, and venue requirements.
Attend board, committee, team, and site visit meetings; prepare minutes, document discussions, track action items, and ensure timely follow-up.
Administer the Board portal, provide technical support to the Executive Director, and train and assist Board members.
Coordinate office operations, including vendor and host organization relationships, procurement, inventory management, and facility maintenance requests.
Support the Grant Manager by coordinating grant requirement reminders, processing grant payments, and handling administrative grantmaking activities.
Manage donor and grantmaking databases and ensure data accuracy and compliance with philanthropic coding policies.
Serve as a friendly first point of contact for inquiries in person, by phone, mail, and virtual platforms.