Reports to: Assistant Director of Donor Services

Position Status: Full-Time

Location: Hybrid 3 days in office

Starting Salary: $51,000 (salary based on experience)

POSITION SUMMARY

The donor services assistant provides critical solutions-based administrative support to the Donor Services team to ensure smooth and efficient operations. This role requires a proactive, organized and resourceful professional with exceptional communication and problem-solving skills. The donor services assistant manages multiple tasks and projects simultaneously and is integral to the fast-paced Donor Services team.

PRIMARY DUTIES AND RESPONSIBILITIES

Team support: 

1. Provides consistent executive support to each Donor Services team member (5), including but not limited to calendar management, travel arrangements and expense reports. 
2. Performs administrative duties including answering phones, managing emails, scanning documents, preparing mailings and greeting visitors.
3. Monitors Donor Services team members’ calendars, anticipating short- and long-term support needs.
4. Conducts 15-minute weekly meetings with each direct report to understand each individual's needs and assist donor services staff in planning their weekly activities.
5. Coordinates, manages and confirms logistics and document preparation for donor and advisor meetings including annual philanthropic reviews, new donor orientations, and prospect meetings.
6. Assists as first contact for donors and fund advisors to provide fund information including fund balances, investment details and grant reporting. 
7. Collaborates with the Grants and Operations team by serving as a point of contact for donors/nonprofits regarding grant requests.
8. Drafts and submits grant requests for fund holders as needed. 
9. Problem solves donor/advisor/fund issues, collaborating with necessary team members to create solutions.
10. Works with assistant director of Donor Services to develop agenda for bi-weekly donor services team meetings and is responsible for filling in team members who are unable to attend.
11. Enters and manages donor and advisor data and donor/advisor actions in database to ensure accuracy and confidentiality.
12. Serves as back-up to other administrative assistant positions in Development and Donor Services (DDS) department.

Project Management:          

1. Maintains regular check-ins with individuals on Donor Services team to proactively address ongoing projects and tasks, such as prospect/advisor meetings and new donor orientations/annual philanthropic reviews.
2. Leads meetings management for internal staff and committees including but not limited to scheduling, organizing materials/agendas and tracking outcomes and action items. Develops and distributes an agenda for donor services team meetings in advance of bi-weekly meetings.
3. Assists with the planning and execution of special events for donors. 
4. Coordinates the execution phase of annual donor mailings throughout the calendar year.
5. Assists in scholarship committee outreach and scholarship communication donors and committee members.  
6. Coordinates and identifies funding gap initiatives with program team on a bi-annual basis, working directly with VP, senior donor services officer and Program team to collect and help identify donors who may be a funding fit.
7. Coordinates onboarding materials, calendar set up for new hires to Donor Services department. 

KEY SKILLS AND ABILITIES

1. Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity, equity and inclusion. 
2. Commitment to the Foundation’s values of accountability, collaboration, community, racial justice and trust.
3. Excellent written and verbal communication skills.
4. Possess a proactive approach to problem-solving.
5. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of service and responsiveness.
6. Strong teamwork and outstanding interpersonal skills.
7. Must have excellent calendar and scheduling management skills.
8. Must be extremely well organized and detail oriented with the ability to multi-task and have excellent time management skills.
9. Possess a sense of personal warmth, genuine interest in others, and the ability to engage constituents in conversation while maintaining a professional manner.

QUALIFICATIONS AND EXPERIENCE

1. Minimum of five years working in a support function for multiple parties.
2. High degree of proficiency in Microsoft Office suite.
3. Working knowledge of document creation and manipulation within Adobe Acrobat.
4. Excellent project management skills and the ability to manage several projects. simultaneously.
5. Experience or interest working in a fast-paced environment.
6. Requires excellent verbal and written communication skills.
7. Strong problem-solving skills.
8. Attention to detail and a high level of accuracy.
9. Possess ability to prioritize work and meet deadlines.
10. Works well within a dynamic team environment.
11. Flexibility in meeting changing demands.
12. Exceptional customer service attitude.
13. Sensitivity to confidential matters is required.

TO APPLY

Interested candidates should submit an online application with resume and cover letter by Jan. 31, 2025. To learn more, click here.

No phone calls please.

THE PITTSBURGH FOUNDATION IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY, EQUITY AND INCLUSION.

BENEFITS

1. Medical insurance
2. Dental insurance
3. Vision insurance
4. Group life insurance
5. Disability insurance
6. Maternity and paternity leave