Administrator, Individual Philanthropy

Role Overview

• Provide donor support and administrative assistance to front-line fundraisers across the Individual Philanthropy Group (30%)
• Cultivation and stewardship: Under the direction of the Senior Managing Director, Individual Philanthropy, support fundraisers across IPG in their cultivation activities and relationship development with major donors and prospects.
• Support in the creation and execution of donor outreach strategies and in the monitoring of prospect contacts across the portfolio.
• Help maintain the donor database and serve as a key point of contact for data entry, integrity and accuracy.
• Prepare donor materials, including but not limited to mail merges, printing and packaging donor materials, hand-addressing and handwriting custom mailings and notes; submitting donor research and proposals/reports requests to the Marketing & Growth Operations tracker; and other duties connected to ongoing and especially year-end fundraising efforts.
• Assist with the development of materials for senior leadership meetings, donor meetings and other high-value meetings as needed; draft presentations as required.
• Establish strong internal working relationships and coordinate with internal and external stakeholders to execute projects and secure support across departments.
• Assist with special projects as requested by IPG leadership and team members (25%)
• Participate in the Individual Philanthropy Group’s administrative team network and recognition events.
• Coordinate the year-end thank-you campaign for high-value donors, working cross-departmentally across the agency.
• Assist with salons, dinners, private parties, galas, and other in-person and virtual events as needed.
• Provide administrative and logistical support to the Individual Philanthropy Group (20%)
• Coordinate calendars for IPG leadership and team members across regions, scheduling planned meetings (including bi-monthly IPG team meetings, scrums, and sub-team meetings) as well as ad hoc discussions; prepare and distribute agendas, capture minutes and action items, and ensure timely follow-up.
• Provide guidance and support to IPG colleagues on processes and policies, and organize, manage and maintain documentation in shared folders.
• Assist in the collection of data and other information as needed for reports, updates and other requests across IPG.
• Obtain budget codes and serve as a point person for Gift Processing in Finance.
• Facilitate travel arrangements and submit expense reports for team members as needed, exercising sound judgment in approving travel requests, invoices and credit card reconciliation on behalf of team, flagging issues requiring additional attention.
• Work closely with IPG assistants and administrative staff to ensure seamless communication and coordination across teams.
• Manage the ordering, tracking, and shipping of supplies and materials to staff, ensuring timely delivery.
• Support ad hoc requests and additional projects for the broader IPG team.
• Strategic Planning & Project Management (20%)
• In close partnership with team leadership, serve as Project Manager for strategic business initiatives from ideation to implementation, including coordinating with team members to make sure that all parties are on track with project requirements, deadlines, and schedules.
• Working with leadership, key stakeholders and with an understanding of best practices, develop and implement strategies to streamline business processes, driving efficiency and optimizing operations for enhanced productivity.
• Collaborate with IPG and Marketing and Growth support staff members to share topline information and develop efficiencies for full team/divisional success.
• Facilitate cross-team partnerships; integrate and connect functions within and outside of the team to reduce silos; provide team leaders with recommendations to improve teamwork.
• Growth and professional development opportunities (5%)
• Support colleagues within the department and across the agency on various innovation or process-improvement projects.
• Participate in Save the Children’s professional development trainings.

Requirements

• Minimum of a High School Diploma or equivalent, plus at least 1 year of relevant experience or education
• Professional proficiency in/ MS Office suite
• Professional proficiency in spoken and written English

Benefits

• Flexible schedules, generous PTO, 11 paid holidays plus 2 floating holidays and hybrid working opportunities
• Competitive health care, dental and vision coverage for you and your family
• A variety of paid leaves: caregiver, parental/adoption, critical child illness and fertility benefits
• Annual merit increases and/or additional incentives for eligible employees
• A retirement savings plan with employer contributions (after one year)
• 15 safety and wellness days annually (if hired on or after July 1, safety and wellness days prorated to 8 days), mental health benefits and support through Calm and company-hosted events
• free and confidential assessments, short-term counseling, referrals, and follow-up services
• Access to internal and external learning & development opportunities and mentorships