Executive Assistant, Development & Stewardship
As of: August 1, 2021
Hired by: Vice President of Development & Stewardship
Reports to: Vice President of Development & Stewardship
Status: Non-Exempt, Full-time employee
Salary range: $40,000 – $45,000 per year
Why work for us?
When you join Coastal Community Foundation, you join a dedicated staff and Board of Directors working to be the reason why education, housing and access to opportunities are more equitable; working to be the reason why donors advance positive outcomes in their communities; and working to be the reason why our region thrives, together.
This dedication from our team is one of the main reasons we’ve been successful in earning the trust of communities we serve, and ensuring we adapt to their evolving needs. That is why we are deeply committed to supporting our staff members to ensure their success at work and outside of work. We offer a competitive salary and training and development opportunities.
Diversity, Equity and Inclusion Statement
Inclusion with equity is one of our four core values at Coastal Community Foundation, so we not only work to recruit diverse candidates, we work to ensure our team members have all the tools they need to be successful. Our purpose is most effectively fulfilled through proactively supporting the values of equity, inclusion, and diversity. Diversity may be measured by, but is not limited to, differences in age, ethnicity, race, gender identity, sexual orientation, economic circumstance, class, religion, disability, geography, and profession. We acknowledge and respect the many differences that comprise thriving communities and seek diversity in our staff to ensure that a range of perspectives, opinions and experiences are recognized and acted upon in achieving our purpose.
It is our intention to promote a fully equitable philanthropic sector that justly represents and serves all our constituencies. Therefore, we strongly encourage applications from candidates of color, of LGBTQ+ identity and of other historically marginalized communities.
About this position
The Executive Assistant for Development & Stewardship provides administrative support to the VP of Development & Stewardship and other team members. Duties include data entry, conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings.
- Provides administrative support and assistance to the VP and other assigned managers.
- Performs clerical and administrative tasks, including drafting and expediting letters, memos, reports, coding invoices for payment, and other documents.
- Manages the VP’s schedule, calendar, and appointments.
- Schedules and attends meetings, taking notes and recording minutes (when required).
- Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance and summarizes or distributes contents to appropriate staff.
- Performs office tasks, including maintaining records and ordering items and supplies.
- Arranges travel and accommodations as needed.
- Work with Communications/Marketing staff to update acknowledgment letter templates within Foundant on a quarterly basis.
- Assist with all gift acknowledgment letters and generate new fund creation letters and stewardship anniversary letters on a timely basis.
- Generate and send pledge reminders and end-of-year donor statements.
Development & Stewardship/ Communications and Marketing Responsibilities
- Enter meeting notes and tracking information for staff as requested. Produce reports and dashboards from Foundant.
- Create monthly reports as required for the Development and Stewardship Committee and Communications and Marketing Committee.
- Assist with planning and execution of Development, Stewardship, and Legacy events. Assist with planning and execution of fundraising campaigns, including the Community Partnership Program (Operating Fund), Community-based Grantmaking Campaigns and other campaigns created by the leadership of the Foundation.
- Coordinate the planning, execution and tracking of mailings to constituents.
- Update and maintain current policies and procedures for the Development & Stewardship Department.
- Maintain records for the Honor Roll of Legacy Builders and assist with stewardship of those planned gift donors.
- Provide support to the Development and Stewardship Committee and Communications and Marketing Committee, including taking meeting minutes.
- Prepare donor reports and other communications for internal and external stakeholders.
- Provide rapid responses with a target of one working business day turn-around (or less) on all prospective donor and fundholder inquiries.
- Assist donors, board members, grantees, professional advisors, and the general public in a courteous, helpful, and respectful manner.
- Communicate regularly with department members, fellow staff members and leadership team members regarding donor information.
- Pursue and apply professional knowledge.
- Perform other duties as assigned.
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and sometimes stressful environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Able to type a minimum of 50 words per minute.
- Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
Education and Experience
- Associate’s degree (or higher) in Business Administration or related field preferred, or at least two years of administrative experience, or an equivalent combination of education and experience.
- Must be able to sit and work at a computer for long periods.
- Needs to occasionally move about inside the office to access file cabinets, office machinery, etc., and lift small items (less than 20 pounds).
- Continuously operates a computer and other office productivity equipment, such as a calculator, copy machine, and computer printer.
- Frequently communicates with colleagues and the public. Must be able to exchange accurate information.
How to apply
To apply, submit a resume, cover letter, and essay response to the question listed below:
• Why do you want to work for Coastal Community Foundation?
Please submit materials to firstname.lastname@example.org combined in one (1) PDF document.
About Coastal Community Foundation
Coastal Community Foundation of South Carolina, a 501(c)(3) nonprofit organization, is an Equal Opportunity Employer with offices in North Charleston and Beaufort, as well as four affiliate foundations. The Foundation works to create vibrant communities by identifying challenges facing our region and bringing together resources to address them. Through charitable funds established by individuals, families and organizations, our combined resources allow us to address community needs today and into the future. We manage more than 700 funds and award more than $20 million in grants and scholarships on average each year. We provide personalized service to donors, localized expertise about nonprofits as well as community leadership on the most pressing issues facing our region. The Foundation serves Beaufort, Berkeley, Charleston, Colleton, Dorchester, Georgetown, Hampton, Horry and Jasper counties.
1691 Turnbull Avenue
North Charleston, SC 29405
(843) 723-3635 / email@example.com