Administrative Assistant - Resource Development

Saint Paul, Minnesota
Feb 22, 2017
Mar 24, 2017
Job Type
Employment Status
Full Time

Administrative Assistant - Resource Development – Full Time


The Resource Development (RD) Administrative Assistant provides administrative support to the VP of Resource Development and Community Engagement, the Senior Director of Resource Development and other RD staff.   This position will interact with the RD team to plan and coordinate development activities to support gift strategy. Provide back-up support for the RD department such as gift entry, mailings, etc.:  Other duties as needed and assigned.


  • Support VP & Sr. Development Director with organization-wide donor cultivation strategy & work plan
    • Review work plan and prepare & execute agreed upon actions (i.e. emails, meeting etc.)
    • Coordinate requested activities such as packet prep, special projects, meetings etc.
  • Track list of priorities of VP and Sr. Director weekly to ensure tasks are completed in timely manner
    • Write letters, briefing memos, reports & proposals such as background information, visit planning, overview of strategies etc.
    • Work in partnership with Executive Assistant to accomplish organization-wide RD goals and milestones
  • Provide administrative support
    • Answer telephone calls and emails in a professional manner and prepare appropriate responses
    • Manage calendars in a proactive and collaborative manner
    • Manage confidential information appropriately
    • Prepare briefings & materials for donor meetings
    • Coordinate, organize prepare and provide oversight of external & internal meetings, including creating presentations and follow-up actions
    • Establish and maintain electronic and hardcopy filing systems, organize records and documents; ensure materials up to date & current (including Solicitor’s Toolbox or other mechanism)
    • Provide vacation coverage and peak demand assistance to Executive Assistant
  • Coordinate Development Committee of Board meeting and activities
    • Prepare Development Committee materials for Committee and Board Meetings.  Prepared and distribute pre-meeting materials in a timely manner
    • Support staff preparation of documents including proof reading, editing and review of content
    • Attend Committee meetings and record meeting minutes; prepare draft for distribution in timely manner; distribute once approved and maintain files
    • Arrange meeting locations and meals
    • As needed and assigned provide administrative support to other departments for other committees of the Board of Directors
  • Serve as key point of contact with Committee Members
  • Coordinate Campaign Cabinet meetings and activities
  • Prepare Cabinet materials.
  • Prepare and distribute pre-meeting materials in a timely manner
  • Support staff preparation of documents including proof reading, editing and review of content
  • Attend Cabinet meetings and record meeting minutes; prepare draft for distribution following meeting
  • Arrange meeting locations and meals
  • Serve as key point of contact with Cabinet Members
  • Maintain Customer Relationship Management (CRM) database information proactively and as requested by VP & Directors
    • Enter meeting summaries and appropriately set up actions
    • Run queries and reports as needed to assist solicitors
    • At peak times and during staff vacations, assist with gift entry and acknowledgement work
  • Support RD department through budget tracking & expense submissions
    • Submit expenses and mileage weekly/monthly through Ariett for VP and RD budgets
    • Track details of all spending to VP and RD budgets
    • Provide support in planning and reforecasting budgets along with VP and Directors of RD
  • Support RD department with events & activities as assigned
    • Dedications, donor recognition; donor engagement activities
    • May include informational emails, preparing nametags, collecting RSVPs, scheduling event location; meals etc.


      Education and Experience:

  • High school diploma or equivalent
  • Bachelor’s Degree or equivalent experience preferred
  • Minimum two year’s previous relevant experience as Administrative Assistant or customer service support required; Executive Assistant experience preferred
  • Non-profit management experience & knowledge helpful as well as CRM skills
  1. Valid driver's license with good driving record

    Knowledge, Skills, and Abilities:

  2. Experience and an understanding of philanthropy/non-profit preferred
  3. Proficiency and experience using MS Office Suite including Power Point
  4. Proficiency and experience in Raisers Edge or other CRM database(s) preferred


  • Adaptability:  adaptable and flexible, able to change approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events
  • Approachability:  approachable and outgoing with a wide variety of constituents; good team player
  • Communication:  excellent verbal, written and interpersonal communication skills; good listening
  • Project Management:  excellent project management skills, including planning, prioritizing and organizational prowess and an ability to work independently and as an effective team member
  • Results Driven:  result-oriented with an emphasis on collaboration to achieve results


  • Speak and hear in order to communicate with others
  • Work at a desk or computer for extended periods of time
  • Move around the office, event or construction site
  • Apply physical dexterity, able to lift and carry up to 30 pounds
  • Ability to independently operate a motor vehicle


    Most work for this job is performed in an office environment, primarily at a desk, with occasional off-site responsibilities, both indoor and outdoor with exposure to dirt, dust, dampness, construction debris, extreme temperatures, construction noises, fumes and odors from working on or visiting residential construction sites.


  • 40 hours per week
  • Majority of office hours between 8am-6pm
  • Positon requires some evening and weekend work

Application Deadline:  Open until filled 

Please submit as one combined document: a cover letter, resume and references to HR via one of the following methods:

1.       Mail: 1954 University Ave West St Paul, MN 55104

2.       Fax:    612-305-7110

3.       Apply online at

“Affirmative Action, Equal Opportunity Employer.”

All qualified applicants will receive consideration for employment, regardless of their race, color. Creed, religion, ancestry, national origin, sex, sexual orientation, marital or familial status, disability, age (over 40), or status with regard to public assistance, local human rights commission activity or other protected status.”


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