Part-Time Administrative Specialist

Bread for the City is seeking a part-time Administrative Specialist to provide high-level administrative support to the Head of Advancement & Chief Development Officer. They will work to both organize and coordinate outreach and external relations efforts as well as provide internal administrative support. The Administrative Specialist will play an integral role connecting the work of the Development & Engagement Team to other departments within Bread for the City, building relationships with program and administrative teams. This position will report to the Head of Advancement & Chief Development Officer and be based in Washington, DC.

Responsibilities:

• Manage sensitive matters with a high level of confidentiality and discretion;
• Review and manage the CDO’s email inbox and correspondence;
• Keep external records up to date within a donor database;
• Perform regular portfolio review within a donor database;
• Manage a calendar of internal team and external outreach meetings and events;
• Ensure CDO is prepared for meetings and events, including preparing external meeting briefings and reviewing development materials and confirming objectives and needs for internal meetings;
• Ensure CDO is equipped with follow-up materials to promote momentum with external constituents as well as track internal meeting next steps, managing up to ensure delivery and execution;
• Organize complex calendars and schedules, planning ahead to resolve any scheduling issues;
• Prepare procurement card reconciliations and track budgetary expenditures and expense reimbursements;
• Track organizational advocacy and policy decision-making process;
• Coordinate the team’s responsibilities for the annual audit;
• Organize team resources and information, ensuring seamless access for an increasingly hybrid team;
• Support the Development Coordinator and the CDO in preparing for board and committee meetings;
• Coordinate internal performance review timelines for each direct report of the CDO;
• Manage support activities including the ordering of supplies, coordinating team onboarding and offboarding activities, and generating invoices as needed;
• Perform other administrative tasks to ensure BFC achieves the highest professional standards in fundraising management.

The ideal candidate for the position of Administrative Specialist will have:

• An understanding of departmental budgets and audit procedures;
• Proficiency in Microsoft Suite, Google Suite, Asana, Salesforce, and other organizational systems;
• The ability to communicate effectively and professionally and to interface effectively both externally and internally through superior interpersonal skills;
• Excellent time management and organizational skills with an exceptional attention to detail;
• A proven ability to manage up and meet deadlines;
• An eagerness to learn about BFC priorities and a curiosity about fundraising;
• A strong sense of entrepreneurialism;
• Confidentiality, accuracy, and professionalism;
• The ability to thrive in a collaborative, team-oriented environment as well as possess the self-motivation necessary to work independently;
• Passion and interest in the mission of Bread for the City and dedication to promoting BFC’s priorities;
• Ability to work with volunteers and staff in a professional and collaborative manner;
• Familiarity with Google Organization & Productivity Tools (Gmail, Google Docs, Calendar) and/or ability to learn new technology systems;
• Willingness to learn and carry out Bread for the City's commitments to social justice and racial equity.

Preferred Qualifications:

• Minimum of 3-5 years of related experience in working in a role directly supporting executives;
• Experience with philanthropic communities and interests in the greater Washington, DC region appreciated.

To apply: