Job Description
About the position:
The Senior Associate will provide high-level administrative support to the VP of Philanthropy and Partnerships and the Philanthropy and Partnerships (P&P) Services team to drive the day-to-day needs of our planned giving, prospect research, special events and fundraising growth at Americares.
Key Outcomes:
In the first 90 days, the Senior Associate will:
- Learn and live the Americares values.
- Complete all required new hire onboarding trainings.
- Develop a strong understanding of Americares mission and development strategy.
- Build foundational knowledge and relationships with key internal stakeholders at Americares, attend and understand various meeting cadences and tasks, and gain fluency in internal systems (CRM, shared drives, templates, trackers, etc.).
- Independently manage scheduling, meeting coordination, and follow-up for the P&P Services Team.
- Maintain and update team trackers, templates, and shared documents with accuracy and timeliness.
- Support the prospect research team with list reviews, contact updates, and research tasks.
- Ensure routine tasks and touchpoints for planned giving donors and prospects are met in a timely manner, including basic donor communication and CRM updates.
- Learn and understand vendor invoice processing.
In the first 6 months, the Senior Associate will:
- Serve as a reliable point of contact for P&P Services internal coordination and questions.
- Demonstrate ability to proactively and independently execute administrative responsibilities with minimal oversight.
- Ensure data integrity and CRM updates for various P&P Services teams that are accurate and timely
- Work closely with the VP of P&P to manage routine communications and stewardship for planned giving donors and prospects
- Support in the coordination and logistics of the Airlift Benefit and other cultivation events
- Partner with the VP in developing and managing materials and tracking systems in support of the department.
- Demonstrate problem-solving, prioritization and cross-team collaboration in the day-to-day work and as the needs of the P&P Services team deepens.
In the first year, the Senior Associate will:
- Operate independently across all core responsibilities, with strong judgment and attention to detail and ability to prioritize effectively.
- Anticipate team and VP needs, while independently managing priorities and proactively suggesting improvements.
- Serve as a go-to resource for administrative and operational support across the P&P Services team, demonstrating a solution and action-oriented mindset
- Support growth of planned giving pipeline by leading coordination with other teams and data analysis.
- Take initiative in team spaces, offering ideas and solutions that increase efficiency and accuracy across administrative, CRM, and donor engagement workflows
- Manage and improve event templates, vendor tracking, and post-event reporting processes.
- Contribute to the prospect research team’s ability to continuously access and update donor research, basic portfolio data, and contact information.
Duties and Responsibilities:
- Provide strategic and proactive administrative and project support to the VP of Philanthropy and Partnerships and the P&P Services team.
- Manage the day-to-day coordination and stewardship needs for the planned giving program, ensuring timely follow-up and donor engagement.
- Maintain accurate records and compile basic but urgent donor research to support the prospect research team
- Provide logistical and administrative support for the special events team.
- Partner with the VP of Philanthropy and Partnerships to explore, support and implement emerging and new ways of giving to support Americares.
- Actively model and contribute to Americares values, work culture and mission.
- Engage in and contribute to team spaces with openness, global competencies, and a growth mindset
- Other duties and responsibilities as assigned
Degrees and/or experience required for the role:
- Prior experience in nonprofit fundraising or development.
- Demonstrated progressive experience in project coordination, research, writing, and communication.
These competencies are required for the role:
- Demonstrated ability to take initiative, manage tasks independently, and ensure follow-through on deliverables with accuracy and accountability.
- Exceptional verbal and written communication skills and demonstrated ability to collaborate effectively with internal teams, coordinate with key stakeholders, and support on donor communication in a respectful and inclusive manner.
- Excellent prioritization skills, including the ability to juggle multiple responsibilites and deadlines across various teams and competing priorities.
- Demonstrated ability to be solution-oriented and proactively troubleshoot issues, as well as make suggestions to address challenges and improve efficiency.
- Demonstrated ability to collaborate effectively across teams and navigate differing priorities.
- Demonstrated ability to resolve minor conflicts constructively across numerous stakeholders and teams.
- Demonstrated growth mindset and willingness to learn, grow, and adapt to support the growth of Americares and the communities we serve.
Disclaimer: Applications will be received until this position is filled.
