Company Overview
HMS School is an Approved Private Special Education School located in University City. We are seeking a dynamic and highly organized Development Administrative Assistant to support our fundraising, outreach, and relationship management efforts.
Job Summary
The Development Administrative Assistant provides comprehensive administrative and operational support to the Community Engagement team in support of fundraising, donor engagement, stewardship, special events, and departmental operations.
This role is critical to ensuring the smooth day-to-day operations of development activities and serves as a key support partner in maintaining donor relationships, organizing fundraising initiatives, and advancing the organization’s mission.
The ideal candidate is highly organized, detail-oriented, collaborative, and capable of managing multiple priorities in a fast-paced environment while maintaining professionalism, confidentiality, and a strong customer-service mindset.
Required Skills/Abilities
- Ability to work independently while also contributing positively to a collaborative team environment, establishing clear responsibilities and processes for monitoring work and measuring results
- Person-oriented with the ability to build relationships with individuals of all backgrounds to exchange ideas, resources, and know-how
- Understands internal and external stakeholder requirements, expectations, and needs with the ability to multi-task and balance the interests of multiple stakeholders
- Exceptional organizational and time-management skills with strong written and verbal communication skills and attention to detail
- Ability to maintain confidentiality of sensitive information with discretion and professionalism, including but not limited to student information and donor details
- Adaptability and flexibility with daily assignments and willingness to provide coverage in other areas when requested
Education and Experience
- Associate’s degree required; Bachelor’s degree preferred in nonprofit management, communications, business administration, marketing, or related field
- Minimum of 2-3 years of administrative support experience, preferably within the nonprofit sector
- Experience working with a donor database or customer relationship management (CRM) system preferred (ex: DonorPerfect, Salesforce, Raiser’s Edge, Network for Good, etc.)
- Experience supporting events, donor relations, or fundraising initiatives preferred
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams)
- Basic graphic design or communications experience is a plus
Physical Requirements
- Prolonged periods of sitting at a desk and working on a computer
- Occasional evening or weekend support as needed with prolonged periods of standing for conference exhibitions, events, and networking
- Must be able to lift and transport event or office materials up to 35 pounds occasionally
Reports to: Director of Development & Community Engagement
Supervisory Responsibilities: None
Job Duties/Responsibilities
Administrative Support
- Provide administrative support including calendar management, meeting coordination, scheduling, expense tracking, and preparation of materials
- Draft, edit, proofread, and distribute correspondence, donor acknowledgments, reports, presentations, and fundraising materials
- Maintain organized electronic and physical filing systems for development records and documentation in MS Teams
- Support cross-departmental collaboration and internal communications related to fundraising initiatives and events
- Attends meetings and work sessions as required, participates in professional trainings, conferences, and workshops as needed to stay informed about current trends and innovative practices in the field
- Maintains a clean, organized, clutter-free work area
- Performs other duties as assigned by the Director of Development & Community Engagement
Donor Database & Stewardship
- Process donations and pledges in an accurate and timely manner including generating tax receipts
- Maintain accurate donor and prospect records within the donor database assisting with donor list management, reporting, and record maintenance
- Support donor stewardship efforts through the tracking of engagement activities and action items
- Serve as a professional point of contact for donors, sponsors, volunteers, vendors, and community partners
- Respond to inquiries and provide exceptional customer service to internal and external stakeholders
Event & Campaign Support
- Provide administrative and logistical support for fundraising events, donor cultivation activities, volunteer engagements, and community outreach initiatives
- Represent HMS at conventions, conferences, meetings, seminars, or other off-site events
- Assist with event registration, attendance tracking, sponsorship fulfillment, and event materials
- Assist with the coordination and execution of annual giving campaigns, direct mail appeals, online fundraising efforts, sponsorship initiatives, and various other stewardship activities
- Support preparation of fundraising materials including but not limited to donor information packets, sponsorship proposals, the Annual Impact Report, and campaign reports
- Support grant administration processes, including grant prospecting, documentation/information collection, and tracking submission deadlines
Job Type: Full-time, Monday – Friday (8a-4p)
Salary: qualifications and experience will assist in determining salary offer.
Benefits
Medical & Dental insurance, Paid Time Off, Retirement Plan, Professional Development, Employee Assistance, Flex Spending Account, Free Lunch& much more
Pay: From $50,000.00 per year
Benefits
- 403(b) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
