Reporting to the Audubon Florida Director of Development, the Development Assistant will focus on serving as the primary resource and contact point for donors and will maintain critical donor information for the larger team. The Assistant is responsible for working collaboratively with a wide array of individuals across National Audubon Society, to include relationship managers, natural partners and program leaders with fundraising roles. As a critical member of the Audubon Florida development team, s/he will manage the internal gift acknowledgement process and ensure that donor information and records are highly organized and kept in compliance with Audubon policies and best practices. Other major responsibilities include providing event support and coordination as well as supporting donor communication efforts (both digital and print).
Donor Relations and Data Management – 50%
- Serves as the primary contact for all donors and supporters providing quick and responsive donor assistance via phone and email, processing gifts, creating and tracking donor acknowledgements
- Works closely with finance to ensure proper check handling, reporting, and data management
- Tracks gifts from a variety of entry points and pulls reports to manage the donor acknowledgement process and ensure all donors are thanked in a timely way.
- Uses the Salesforce system to create and maintain donor records, develop reports; and assist Audubon relationship managers to track/update information and meet important deadlines
- Tracks all inquiries and record keeping for memorial and tribute funds
- Advises donor managers on gifts received and helps track prospective donors
- Determines the appropriate donor lists for cultivation, stewardship, and solicitation activities
- Conducts research on prospective donors and foundation partners
- Works closely with Development Director to coordinate and launch a new mid-level giving program to cultivate and steward approximately 250 donors
Event Planning – 25%
- Provides support and coordination for 3-4 larger donor events (40-150 people) and up to 10 smaller donor cultivation events. Responsibilities include but are not limited to:Sends invitations and tracks registration through an online system; and fields phone registration, Provides input and updates event work plans, Supports logistical needs (including vendor contracts and event communications), As needed on site coordination and assistance, Event follow-up including donor acknowledgement and data entry
- Provide support and coordination for an annual meeting for approximately 200 attendees. Works with key staff members to orchestrate venue needs, registration and accommodation, program, materials, AV needs, and other assignments as needed.
Communications and Mailings - 25%
- Works closely with Communications Manager to help update, maintain, and assess online giving (contribution forms) programs
- Works with program leaders to draft content for online appeals in EveryAction (approximately 10-15 campaigns per year)
- Analyzes and segments data from various systems to create mailing lists for ~10 mailings per year. Organize the packaging process.
- Identify interesting content across the state and write articles for newsletter and online content
- Draft acknowledgment letters for donors
- Draft reports for individual donors
- 1-2 years’ experience in development, administration, communications, and/or event coordination.
- Advanced proficiency with Microsoft Word, Excel, Outlook, Power Point required and experience with donor database management systems preferred (preferably Salesforce)
- Strong interpersonal skills. Must be comfortable speaking with strangers and have a friendly demeanor. Ability to interact with a wide variety of internal and external stakeholders, such as Board members other VIPs and colleagues at all levels of the organization also important.
- A self-starter, one who is able to work independently in a fast-paced environment, manage multiple projects simultaneously, can prioritize workload, and ensure deadlines are met. Also a team player who works collaboratively with others; has strong judgment and decision making skills.
- A flexible approach to work, with the willingness to work some evenings and weekends and travel for events when necessary (no more than 10% of the time).
- Passion for conservation and Audubon’s mission