PRIMARY FUNCTION: The Advancement Assistant provides general office and administrative support for the Advancement team including but not limited to gift and paperwork processing, record keeping, donor thank you letters and individual donor correspondence, donor stewardship coordination, event support, document preparation, answering phones, responding to emails and other inquiries, processing drafting and managing general correspondence and other administrative tasks as they arise.
KEY JOB RESPONSIBILITIES:
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Provide administrative support to the Advancement department, as directed.
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Responsible for processing of gifts in a timely manner in partnership with the Database Analyst; ensure all acknowledgement letters are generated, mailed and recorded in CRM database and in digital files.
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Draft, edit and finalize custom donor communication, reviewing for spelling, punctuation, syntax and formats, as needed.
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Oversee in-kind donation process including in-kind donation form and valuation, donor acknowledgements, communication to Club staff of available donations and donation storage.
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Manage processing, routing and filing of departmental forms including but not limited to: grant agreements, invoices, check requests, contracts, special event forms, etc.
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Provide administrative support for the comprehensive campaign, including tracking of prospects, assigned tasks and progress to goal.
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Assist in the scheduling, planning and execution of various meetings and projects including all aspects of logistics and preparation.
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Serve as a point of contact and liaison for vendors and other office related external constituencies.
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Assist in the preparation of reports, presentations and documents.
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Maintain and update records in office systems and databases including: Raisers Edge (CRM), restricted gift log, directories for each of BGCCs auxiliary boards, master calendar, etc.
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Support departmental staff with set-up and on-site assistance for various corporate, Club and special events, programs and activities, as needed.
- Provide general support to visitors and guests.
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Maintain donor records, including confidential information.
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Assume other duties as assigned.
RELATIONSHIPS:
Internal: Maintain close, daily contact with the Chief Advancement Officer as well as staff in the Advancement team and Director of Executive Operations to provide/receive support and information.
External: Maintain contact and relationships with external stakeholders including but not limited to donors, vendors, Club staff who work off-site, volunteers, Club families, etc.
SKILLS/KNOWLEDGE REQUIRED:
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Four-year degree from an accredited college or university, or equivalent experience.
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General knowledge of office management systems and procedures
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Working knowledge in MS Office programs (Excel, PowerPoint, Outlook, Word, etc.)
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Working knowledge of Raisers Edge (preferred)
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Excellent time management skills and the ability to prioritize work
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Self-directed with excellent problem-solving skills
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Meticulous attention to detail and high level of organization
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Excellent written and verbal communication skills experience with communication in a professional environment
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Customer service skills, professionalism and diplomacy
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Comfortable working in a fast-paced environment while maintaining high personal standards for the quality of output
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Demonstrated ability in working with senior level leadership
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Basic knowledge of grammar, spelling, punctuation and simple mathematical functions like percentages, ratios, etc.
Ability to continuously stand, walk or sit. Ability to bend, squat, climb stairs and lift frequently. Ability to lift up to 50 pounds occasionally. Ability to be outdoors during all seasons occasionally. Will require some local travel.
Were committed to the health and wellness of our employees, members, program participants, and those most vulnerable. If hired by the Boys & Girls Club of Chicago, you will be required to provide proof of COVID-19 vaccination 7 days prior to your start date, unless an exemption for a medical condition or sincerely-held religious beliefs is granted.