Administrative Assistant, NY Tri-State Region

Summary of Position:

Reporting to the Executive Director, NY Tri-State Region, this role provides high level administrative support to the NY Tri-State team for all administrative functions that support and enable a high-functioning team to achieve major gift fundraising success.

This is an exciting job opportunity to join a dynamic team of highly motivated, resourceful, outstanding professionals.


Essential Responsibilities and Duties:
Donor Cultivation/Stewardship:
    • Assist the Executive Director and Directors of Development in establishing and maintaining on-going donor and prospect relationships through drafting of letters and other correspondence.
    • Respond to inquiries about the Weizmann Institute of Science and send out information when requested.
    • Coordinate mailings to donors and prospects as needed.
    • Prepare necessary documentation for all monetary contributions received including various acknowledgement materials (i.e., thank you letters) on a timely basis.
    • Responsible for data entry in Raiser's Edge and NXT on the above items in coordination with NY Tri-State team.
    • Maintain and update fundraising database to ensure donor and prospect records are complete and accurate including address changes/updates and other data.
    • Generate mailing lists and run donor reports from the Raiser’s Edge /NXT database.
    • Organize, coordinate, and implement events and programs in-person and virtually as directed by and in collaboration with the NY Tri-State team and other stakeholders.
    • Compile lists of scientists, hosts, and guests using Raiser’s Edge.
    • Track attendance and follow-up after events.
    • Coordinate food and beverage, A/V, IT, and other related work for all events.
    • Prepare bios of participants attending small meetings.

Administrative and Clerical:
    • Type correspondence, meeting agendas, and reports.
    • Record meeting minutes; revise as necessary and prepare final copy for distribution.
    • Draft correspondence including acknowledgment letters/thank you notes, invitations, and announcements.
    • Record compliance reports as needed.
    • Conduct basic donor and prospect research inquiries utilizing database. Provide general writing, editing, and proofing of documents, as requested by the regional Executive Director and Directors of Development.
    • Assist the Executive Director and Directors of Development with computer issues.
    • Organize and maintain office files and records.
    • Process department invoices and expense reimbursements.
    • Answer and direct incoming phone calls and mail distribution for department. Coordinate and generate mailings; create mail merges.
    • Organize and maintain department files.
    • Work occasional evenings as needed.
    • Special projects, as assigned.
Skills and Abilities Required:
    • Minimum 3 years comparable work experience.
    • Experience and knowledge of Blackbaud Raiser’s Edge/NXT software a must.
    • Strong computer skills, including experience in all MS Office programs (Word, Excel, PowerPoint, and Outlook).
    • Excellent written, oral communication and proofreading skills. Grammatical accuracy essential.
    • Ability to perform administrative tasks at a high level, and to work independently on self-directed projects as well as part of a team.
    • Exercises sound judgment and acts independently when necessary.
    • Ability to adjust and be flexible in meeting changing priorities, work needs, and demands.
    • Ability to multi-task and demonstrate efficient time management skills. Ability to prioritize workload.
    • Organized with attention to detail, with strong follow-through ability and pro-active initiative.
    • Excellent interpersonal and telephone skills; articulate and comfortable dealing with staff and with donors at all levels.
    • Energetic and resourceful team player.


To apply, please click on the link below.

ACWIS is an equal opportunity employer.