Administrative Assistant - Planned Giving

Position Summary: The Administrative Assistant will support the department's day-to-day operations with personalized secretarial and administrative support in a well-organized and timely manner. You will work on a one-to-one basis on a variety of tasks related to the executive's working life and communication.

Essential Responsibilities:

• Maintain the planned giving donor information in the database, striving to keep data current and add new contact records.
• Manage prospect and donor list reports (birthdays, Hope Brigade Legacy Society, responses to mailings), provide updates to donor database (deceased, relationships, address changes, etc.) per information from donors/planned giving directors.
• Track donors who respond to marketing and provide details to planned giving directors as well as Territorial Planned Giving department, file as needed; perform donor research as appropriate (addresses, interests, financial capacity).
• Process, record and acknowledge outright gifts from donors from planned giving mailings, planned giving program gifts from donors including IRA, DAF, and Stock, or solicited by reps.
• Coordinate planned giving gift processing; collect data from donors and/or advisors, record and track information, communicate with DHQ Finance Department and Donor Services Department, receiving financial institution and planned giving reps to allocate funds correctly, acknowledge donors with letters in a timely manner.
• Prepare invoices, reimbursement requests, reports, memos, letters, and other documents, using WORD, EXCEL spreadsheet, database, and Power Point presentation software.
• Process quarterly reports for Senior Director of Philanthropy, Territorial Headquarters and Divisional meetings.
• Prepare and send requested information to donors and estate planning professionals.
• Type and package follow up letters and mailings to donors and prospects as determined by planned giving directors, as well as other correspondence as needed.
• Talk to donors that want to donate cemetery lots and process letters for donations.
• Prepare arrangements for the annual Estate Planning Seminar.
• Coordinate estate documents with Territorial Headquarters.
• Compose letters, cards and other correspondence for signature and distribution with little oversight.
• Professionally handle incoming/outgoing calls & correspondence with a high degree of confidentiality.
• Maintain calendar, arrange meetings and appointments and provide reminders.
• Work in cooperation with other development department team members and provide administrative support, as needed.
• Perform other duties as assigned.

Qualifications:

Education/Experience:

• High School diploma / GED, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities
• Bachelor's degree in a related field a plus
• 3 years' experience as an administrative assistant

Skills, Knowledge & Abilities:

• Maintain strict confidentiality

Computer Skills:

• Proficient in Microsoft Office 365
• Working knowledge of TEAMS and SharePoint
• Willingness to learn new software as needed
• Salesforce software experience a plus

Certificates and Licenses:

• Complete Safe From Harm training, and keep current as needed
• Must have and maintain a current valid driver's license and pass the Salvation Army Motor Vehicle Record check (MVR)