Administrative and Donor Relations Assistant

Administrative and Donor Relations Assistant

Norfolk SPCA

Position Type: Full-time employment, 40 hours per week. Exempt

Description: The Administrative and Donor Relations Assistant plays an important role in supporting the Executive Director. The Assistant prepares reports, board meeting agendas/minutes, and correspondence for the NSPCA’s leadership and Board review, coordinates tours and donor-related event logistics. This position ensures accurate donor records, timely correspondence, and meaningful engagement opportunities for Board Members and key volunteers. This role requires discretion, strong attention todetail, and a commitment to delivering a professional demeanor.

Reports To: Executive Director

Essential Functions:

• Prepare confidential Donor and Board correspondence, proposals, and reports for development and executive leadership.
• Coordinate and manage logistics for donor meetings and tours that involve the Executive Director.
• Set-up for external and internal meetings.
• Serve as a liaison between Leadership Team and staff to ensure seamless communication.
• Track action items, deliverables, and deadlines to ensure timely follow-through on projects andcommitments.
• Implement the organization’s internal relations plan to include birthday recognition, years of service recognition, internal staff meetings and the annual holiday board and staff event.
• Maintain and manage the donor database (Blackbaud-Raiser’s Edge), including accurate gift entry, pledge tracking, record updates, report generation, and queries to support fundraising efforts
• Ensure compliance with data integrity.
• Collaborate with leadership to manage sensitive donor and prospect information.
• Analyze donor giving trends and prepare summary reports to inform cultivation and solicitation strategies.
• Draft and issue donor acknowledgment letters and stewardship communications.
• Develop and prepare donor communications and fundraising materials to support stewardship and cultivation.
• Manage office volunteers and interns.
• Answer/direct incoming calls and agency voicemails.
• Greet clients and visitors to office.
• Responsible for incoming and outgoing mail.
• Accept donations and provide written receipts for items.

Required Physical Functions:

• Sit at a desk and work on a computer and phone for extended periods of time.
• Stand, bend, twist, and stoop during event setup or support activities.
• Lift, carry, and move materials and supplies up to thirty pounds.

Qualifications:

• Minimum of three years of experience in development operations, donor relations, or database/CRM management, preferably in a nonprofit setting.
• Bachelor’s degree preferred; equivalent experience will be considered.
• Experience with CRM platforms or donor databases (Raiser’s Edge) is highly preferred.
• Experience with Constant Contact, PayPal, Stripe, and other donor platforms.
• Strong written and verbal communication skills, with excellent proofreading skills and the ability to draft professional correspondence for diverse stakeholders.
• Exceptional organizational skills, with the ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
• Demonstrated discretion and professionalism in handling sensitive information.
• High attention to detail and accuracy, especially when managing donor records, communications, or confidential correspondence.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and adaptability with technology tools for scheduling, communication, and project tracking.
• Strong interpersonal skills with a customer service mindset.
• Ability to work occasional evenings and weekends to support board and donor events and programs.
• Valid driver’s license and proof of insurance required.

Benefits:

• Health insurance (NSPCA pays 70% of individual premium)
• Paid holidays
• Paid Time Off
• Access to retirement plan
• Group rates on voluntary benefits such as life insurance, supplemental insurance, etc.

Pay: $42,000.00 - $46,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person

Salary : $42,000 - $46,000