Development Executive Assistant

The Development Executive Assistant, reporting to the Director of Development, will support needs of the Development Department, which includes donor relations, donor communications, special events, and database management.

Position is full-time (40 hours/week, Monday to Friday, 8:00am to 4:30pm), based out of Miami Beach, Florida. Occasional nights/weekends for select events may be required. Greater Miami Hebrew Academy offers a pleasant, energetic environment with dedicated, good natured professionals passionate about Jewish Education.

QUALIFICATIONS

-Bachelor's degree required, Masters preferred..

-At least two years prior experience in the field of fundraising or community engagement.

-Proven experience as an executive assistant or other relevant administrative support experience.

-Prior Experience with Fundraising Database preferred.

-Expertise in Microsoft Office (Word; Excel; PowerPoint) required.

-Prior experience with marketing and communications required.

-Prior experience with event planning required.

-Graphic design proficiency preferred.

-Excellent organizational skills, attention to detail, and time management.

-Ability to meet deadlines while managing multiple projects.

-Ability to work both independently and in a team.

-Strong interpersonal skills.

-Strong verbal and written communication skills.

RESPONSIBILITIES

1. DATA ENTRY AND DONATION PROCESSING

a. Development Executive Assistant is the primary point person for updating, adding and maintaining donor, member and prospect constituent records in the database.

b. With Business Operations Staff, responsible for gift entry process. Includes copying checks, tracking weekly batches, and assisting in running financial reports and reconciling deposits.

c. Codes and tracks general donations, tributes, membership and workplace gifts.

d. Uploads online transactions (sign ups, profile updates, donations, memberships and event registrations) from online giving systems

e. Assist with creation of donor lists and other gift queries and reports.

f. Filing all donation-related paperwork and maintaining organized filing systems and binders.

2. DONOR RELATIONS

a. Manage donation and membership acknowledgement process (sending

thank you notes, membership cards and special processing).

b. Answer phone and email inquiries regarding memberships and donations.

c. Tracking and reporting on contributions.

d. Write and draft emails for development department needs.

e. Support volunteers for fundraising

F. Manage a caseload of current and potential donors.

3. BUDGET TRACKING AND CHECK REQUESTS

a. Create, route and file accounts payable check requests.

b. Track department expenses in budget monitoring system.

c. Assist director and project staff with budget reconciliation.

4. MAILINGS & MAIL LIST MAINTENANCE

a. Perform database maintenance and clean up projects to improve data

integrity and database performance.

b. Perform mail merges and assist with solicitation and other department mailings.

c. Post mailings or work with mail house or volunteers to ensure time sensitive mailings are sent.

d. Run monthly membership renewal letters.

5. WORKPLACE CAMPAIGNS

a. Coordinating all aspects workplace campaigns, including annual applications and pledge tracking and donor acknowledgments.

6. SPECIAL EVENTS

a. Provide administrative and logistical support for special events (e.g. Annual Gala, Alumni Event, Donor Receptions) including assisting with mailings, phone inquiries, in-kind gift tracking and other clerical duties as designated by project managers.

b. Attendance at Development Special Events is required and may require evening or weekend work.

7. ADMINISTRATIVE NEEDS

a. Assist with general clerical support for the department and agency as assigned by immediate supervisor and the Head of School.