Administrative Assistant

Are you passionate about making a difference and supporting meaningful work? We are looking for an Administrative Support Specialist to be a key player in our Mission Advancement Team.

In this role, you will be the primary point of contact for the team and our Congregation, providing essential support for our development and fundraising efforts.

You will help drive the success of our mission through your organizational skills and dedication, ensuring seamless operations across development, marketing and communications.

If you’re a proactive problem-solver who thrives in a collaborative environment, we invite you to apply and be part of our mission-driven organization.

Join us in making an impact!

Essential Duties and Responsibilities:

Mission Advancement Support:

• Serve as the primary point of contact for donors, managing daily communications, processing donations by phone, recording prayer intentions, and updating donor information.
• Manage office logistics, including sorting and distributing mail, ordering office supplies, maintaining an inventory of printed materials (brochures, history books, etc.), and organizing office resources.
• Supervise volunteers, coordinating tasks with the Volunteer Services Coordinator to meet departmental needs.

Development Support:

• Assist in preparing and editing daily gift acknowledgment letters in collaboration with the Mission Advancement Manager.
• Perform database management tasks, updating records based on phone messages, returned mail, obituaries, and other sources.
• Provide support for annual giving programs, including preparing mailing packets, managing gift mail, and assisting with follow-up actions.
• Contribute to special events such as Phonathon, Thankathon, and development initiatives by preparing data, creating calling forms, and updating donor responses.
• Manage memorial programs such as Tree of Life and Foley Park Pavers by recording inscriptions, proofreading, and issuing acknowledgment letters.
• Assist with event logistics for donor events (e.g., Saint Mother Theodore Guerin Evening), including RSVP management, housing reservations, guest list creation, and name tag preparation.
• Oversee card programs and prayer lists, managing updates to designs, preparing monthly mailings, and maintaining the Blessed Sacrament Chapel prayer binder.

Marketing and Communications Support:

• Assist with website updates by attending meetings, coordinating site maintenance, and implementing necessary changes.
• Create and manage online registration forms (Wufoo) for various ministries and export participant lists as needed.
• Maintain an inventory of marketing materials (giveaways, brochures, etc.), coordinate shipments, and arrange for displays at conventions and conferences.
• Monitor and engage with the organization’s social media platforms, including posting updates and responding to comments.
• Support email marketing initiatives, including the creation and distribution of promotional campaigns.
• Track and report on marketing performance metrics, such as website traffic, social media engagement, and email campaign success.
• Other duties as assigned.

Qualifications:

• Proficiency in Microsoft Office (Word, Excel, Mail Merge) and Google Workspace (Calendar, Email, Docs, Sheets), with strong data entry skills and the ability to learn specialized donor database systems.
• Strong familiarity with computer systems and basic mathematical concepts.
• Ability to work independently with sound decision-making skills.
• Not-for-profit experience is a plus.
• Capable of quickly learning new software systems, including donor databases, project management tools, and form creation platforms.
• Strong organizational and multitasking abilities, with the capacity to manage diverse activities and meet deadlines.

Education and Experience:

• Associate degree or equivalent, with a minimum of 3 years of experience in administrative support, accounts receivable/payable, bookkeeping, or data entry.
• Excellent interpersonal, communication, and organizational skills.
• Exceptional attention to detail.

WORK ENVIRONMENT

The Mission Advancement office is typically a busy place, with many deadlines to meet, and it is possible that the office will be noisy at times. Several staff members are provided a private office because of the need to hold confidential meetings and conversations with personnel and constituents. Other staff members are provided individual work cubicles. The cubicles, however, do not allow for total privacy; therefore, consideration of co-workers is necessary and the ability to maintain confidentiality is essential. The atmosphere in the office is somewhat casual, but employees are expected to maintain a sense of decorum even in this casual setting.

LAND ETHIC

In support of the Land Ethic, all persons employed with the Sisters of Providence will reduce, reuse, recycle, and conserve energy.
This job description is not intended to be all-inclusive. The staff member may be required to perform other work-related tasks as assigned or requested by the supervisor or management. The job description is simply a communication tool and is subject to change as the needs prevail. This document is not intended to imply a written or implied contract of employment.