Food Bank of the Southern Tier Seeks a Development Assistant
The Food Bank of the Southern Tier is committed to creating a future without hunger where access to healthy food by all is recognized as fundamental to the well-being and success of individuals and the foundation of a strong, vibrant society. We are striving to be a client-focused, engaged, high-performing team, leading a collaborative effort across our region to ensure equitable access to nutritious food through our values of Integrity, Learning, Inclusion, Caring, Respect, and Abundance.
Salary: Starting at $35,000 based on experience
Open Office Hours: Monday – Thursday, 8:00 am – 4:00 pm, and Friday, 8:00 am – 1:00 pm.
We believe in work-life balance!
The Food Bank provides a comprehensive benefits package (see below) to our full-time workforce members who work 30 or more hours per week.
Who are we looking for?
• A well-organized, detail-oriented, highly motivated administrative assistant who can support a department’s needs while managing the schedule of a leader in a high-volume, fast-paced environment.
• An experienced administrative assistant with data entry/office management skills, specifically in a fundraising environment; experience with food banking and/or non-profit industry, capital campaigns/major gifts a plus.
• A creative team player who has strong written and verbal communication skills with the ability to exercise discretion and confidentiality.
• A talented individual that can work independently managing competing priorities and tight deadlines.
Primary Functions:
The Development Assistant provides administrative, organizational, and clerical support to the Chief Development Officer (CDO) of the Food Bank of the Southern Tier, supports the work of the Development & Community Engagement (D&CE) department, and is the backup assistance for gift entry in the donor database.
Specific Duties:
CDO Administrative Support
• Provides administrative support to the CDO, including proactively managing calendars, scheduling meetings, preparing agendas, organizing files, and planning internal events such as department retreats.
• Manages donor and department meeting and event-related logistics, including organizing & scheduling Zoom calls, sending reminders, reserving & setting up meeting rooms, managing food & refreshments, creating agendas, distributing meeting materials, taking minutes, etc.
• Organizes annual department work plan and accountability metrics with direction from CDO.
• Helps manage the Board of Directors and Board Committee member solicitation process.
• Creates and submits Pos and expense reports for the CDO.
• Reads and analyzes documents requiring the CDO’s signature and facilitates the signing process as needed.
• Works with the Director of Communication to ensure that the CDO is briefed and prepared for any interviews and public speaking events with talking points, run of the show, etc.
• Replies phone calls and emails on behalf of the CDO, as needed.
• Responds promptly and professionally to internal and external requests for information or support.
• Works closely with Major Giving Officer to support the CDO’s donor stewardship efforts.
• Debriefs weekly activities and meetings with donors/partners and documents relevant information in RE for follow-up, as needed.
• Manages all travel arrangements for CDO, including conference registration, hotel & flight reservations, or car rentals, as needed. Prepares and reviews itineraries with the CDI in advance.
Department Support
• Acts as the point of triage for department needs, including scheduling, creating meeting agendas and taking notes, assembling information packets, and project proofing, as needed.
• Responds promptly to staff queries.
• Assists with planning, organizing, and execution of department meetings/retreats and donor events, like Leader of the Pack.
• Serves as backup for gift entry as requested by Annual Fund Manager. Adheres to 48-hour turnaround for gift receipts/acknowledgment process. Analyzes gifts to determine proper coding, including the selection of campaigns, funds, appeals, tributes, etc. for each gift to be set up and processed.
• Updates biographical information in donor constituent records as needed.
• Reviews obituaries and updates donor records in Raiser’s Edge.
• Conducts preliminary donor prospect research as needed.
• Maintains confidentiality of all donor records.
• Works with the D&CE department to understand workflows and standard operating procedures.
• Consistently attends training on Raiser’s Edge for best practices and software updates.
• Responsible for affixing department postage to outgoing mail and drop-off all organizational mail to the Post Office daily.
• Helps onboard new department staff.
• Manages annual holiday card process.
• Creates and submits POs and expense reports for department staff.
• Coordinates ordering of Food Bank branded clothing and other logoed collateral. Orders business cards and prints nametags for staff. Orders paper, envelopes, and all supplies needed.
Other
• Other duties as assigned.
Qualifications:
• High school diploma / GED with a minimum of 3 years of experience as an Administrative Assistant, and proven work experience in managing a leader in a high-volume, fast-paced organization.
• Advanced proficiency in Microsoft Outlook required, with proficient use of Microsoft Word, Excel, and PowerPoint software programs preferred.
• Minimum of 1 year of experience in data entry and office/administrative support.
• Fundraising environment with experience in capital campaigns/major gifts a significant plus.
• Experience in food banking/non-profit industry is preferred.
• Experience with Raiser’s Edge and Asana software preferred.
What you will get:
Food Bank of the Southern Tier offers a well-rounded and comprehensive benefits program
• Salary: Starting at $35,000, based on experience.
• Full-time, Exempt position. We believe in work-life balance!
• Paid Time Off, 10 days to start, 15 days after 1st Anniversary
• Holidays 12-14 paid holidays and a flexible, family-friendly schedule.
• Medical, Dental, & Vision Insurance
• Life Insurance
• Short-Term Disability
• Long-Term Disability
• Critical Illness Insurance
• Supplemental Insurance
• Flexible Spending Account
• Health Savings Account
• Legal Plan
• Identity Plan
• Employee Assistance Program
• 6% Pension
• Employee 403(b)
• My Better Benefits – provides discounts and savings on thousands of products and services
The Food Bank of the Southern Tier is committed to creating a diverse, equitable, and inclusive environment and is proud to be an equal-opportunity employer. Individuals who bring that perspective and support diversity, equity, and inclusion in all forms are strongly encouraged to apply.
Our hiring process and timeline:
• Applications will be reviewed regularly until the position is filled
• Phone screenings will be conducted with qualified candidates
• In-person or Zoom one-hour interviews will be conducted with candidates who advance after the phone screening
• In-person interviews are typically with 2-5 Interviewers
• Upon acceptance and completion of background check, start date is approximately 2 weeks