Development Administrative Assistant Jobs in Boca Raton, FL

Cross Catholic Outreach is a Catholic ministry with an ecumenical staff of Catholic, Protestant, and Eastern Orthodox believers working in unity to provide food, water, housing, education, orphan support, medical care, micro-enterprise, and disaster relief and the love of our Lord Jesus Christ to the poorest of the poor in more than 30 countries around the world. We believe strongly in unifying Christians in this mission of mercy, and we believe that creating a welcoming work environment for all Christian faiths is essential to achieving our ministry goals.

Position Title: International Development Administrative Assistant I

Department: Major Donors

Position Location: (In-Office Hybrid)

Position Summary:

The International Development Administrative Assistant provides superior administrative support and project coordination to the Major Donor team to ensure the highly efficient functioning of the department and its related activities. Provides specific clerical support to the fundraising team in support of cultivation and communication activities for donor portfolios. Partners with the Director, Manager, and Supervisor to maintain processes and protocols for the efficient functioning of the department

Educational or Certification Requirements:

· High school diploma required; 2–4-year college degree preferred.

Experience Requirements:

· Experience with routine clerical work, proper written and phone communication, and use of modern office equipment

· Experience working with volunteers and donors preferred

· Proven ability to work independently with a demonstrated ability to take initiative

· Proven ability to manage multiple tasks simultaneously and resolve problems quickly

· Experience in, and sensitivity to, Christian-based fundraising

· Strong oral and written communication skills, as well as interpersonal, organizational, and motivational skills

· Strong database management skills and proficiency with the Internet, donor databases, Word, Excel, and PowerPoint.

Knowledge, Skills, & Character Required:

· Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of the ministry.

· Feels a calling to serve God through serving Cross Catholic Outreach in this capacity.

· Believes in and supports the mission and ministry of Cross Catholic Outreach and agrees with the conduct policies and conduct expectations of Cross Catholic Outreach.

· Skilled in time management

· Ability to organize materials, prioritize workflow, pay close attention to detail, and meet deadlines

· Basic Knowledge of office equipment: copier, postage machine, etc.

· Proficient in Microsoft Office, especially Excel and Word, able to manage data and perform a high volume of mail merges

· Excellent command of the English language, with proper written and oral communication skills

· Must be able to draft correspondence

· Must be congenial and work well with staff, volunteers, and donors

· Must have a flexible schedule to accommodate the work required

Duties:

· Send emails, letters, and notes on behalf of Development Officers and Associates, mail and email standard proposals using department template and guidelines. Mail and track books, rosaries, and other special items using the tracking log and proper expense coding.

· Print, mail, and track proposal activity weekly

· Fulfill donor welcomes weekly

· Maintain one shared calendar for IDOs that contains PTO, donor visits, and campaign dates at-a-glance.

· Support meetings by preparing an agenda in conjunction with the Supervisor/Manager, taking meeting Minutes and following up with action items.

· Coordinate collection and fulfillment of monthly Mass card requests.

· Keep inventory such as special occasion cards, gifts, books, and special in-house items for officers.

· Assist with large department projects as assigned, related to mailings, assisting in fulfillment, research, reporting, record clean-up, and specialized campaigns.

· Provide support for Major Donor events such as the Gatherings/corporate fundraisers, etc., assist with follow-up calls, RSVP process, logistics, post-event mailings and thank you notes, reports to evaluate events, etc.

· Coordinate documentation for department expenses, check requests, and cash advances, and submit through proper channels for approval in a timely manner.

· Work with department team members on travel logistics as needed for remote staff office visits, officer donor visits, etc., including travel and lodging booking and itinerary, and mapping needs following department guidelines.

· Assist with the distribution of Management Dashboard reports monthly.

· Assist with the tracking of matching gifts monthly.

· Generate and prepare end of year reports as assigned.

· 2-4 times a year, coordinate logistics for all team meetings at home office or remote location, as well as for other assigned meetings with stakeholders such as the board, donors, and/or ministry partners.

· Welcome all MD visitors by providing superior hospitality.

· Assist with onboarding activities for new hires.

· Other duties as assigned