The American Chestnut Foundation · 1 week ago
Administrative Assistant
Bethesda, MD
Full-time
Hybrid
Mid Level
$49K/yr - $55K/yr
3+ years expThe American Chestnut Foundation (TACF) is a nonprofit organization focused on conservation and restoration of the American chestnut tree. The Administrative Assistant plays a key role in supporting operational and fundraising efforts, maintaining donor data, processing gifts, and assisting with financial coordination and organizational systems.
AgricultureForestryNon Profit
No H1B
Hiring Manager
Michael Goergen
Responsibilities
Serve as a primary operator for TACF’s donor and membership database (DonorPerfect), maintaining accurate, up-to-date records and ensuring data integrity
Process and reconcile all gift types, including check, credit card, ACH, and stock donations, according to established schedules and procedures
Prepare and distribute donor acknowledgments, receipts, and year-end tax documentation in a timely and accurate manner
Administer monthly giving programs and support stewardship workflows in coordination with the Development team
Produce donor lists, giving histories, campaign reports, and ad hoc data requests to support fundraising strategy and analysis
Maintain and update donor-facing fundraising tools and platforms, including Givecloud features and database structure, as needed
Provide operational support for fundraising campaigns, including Giving Tuesday, donor challenges, special appeals, and membership initiatives
Support the execution of fundraising-related events, including tracking, materials preparation, and follow up coordination
Assist with the operational aspects of branded merchandise sales, raffles, online auctions, and the annual wild-type seed sale
Partner with Development and Communications staff to ensure fundraising systems, messaging tools, and donor workflows are aligned and functional
Work closely with the Business Manager to support invoice processing, monthly reconciliation, documentation, and record keeping
Assist with management and maintenance of organizational subscriptions and accounts
Assist with software and account management
File, organize, and track MOUs and contracts, updating internal tracking systems to ensure visibility and compliance
Generate and submit monthly Pitney Bowes cost accounting reports to support financial oversight
Support core office and operational systems that enable Development and Business functions to run efficiently
Manage intake and processing of incoming mail related to donations, finance, and operations
Maintain organized digital and physical records, including donor, financial, HR, and organizational documentation
Track office inventory and coordinate ordering and facilities needs in support of staff operations
Assist with management and tracking of assets and maintenance of accurate record-keeping
Manage the organizational calendar and support scheduling for fundraising, operational, and staffing needs
Assist with management of Sharepoint internal file storage system
Track operational and development-related action items, deadlines, and follow-ups across teams
Create, document, and refine standard operating procedures for development operations, gift processing, and administrative workflows
Maintain and update institutional records, including board and committee directories, and chapter leadership information
Coordinate updates with the Website Administrator and other staff to ensure consistency across systems
Support HR-related administrative processes, including employee onboarding and offboarding, in coordination with external HR consultants
Qualification
Required
3 to 6 years of experience in nonprofit development operations, business operations, or organizational administration
Demonstrated experience managing donor databases or CRM systems, preferably DonorPerfect
Strong accuracy and attention to detail, particularly with donor, financial, and operational data
Proven ability to handle confidential information with discretion
Comfort managing recurring, deadline-driven operational responsibilities
Ability to identify inefficiencies and contribute to process improvement
Strong organizational, time management, and communication skills
High level of professionalism reliability
Preferred
Proficiency with Microsoft Administrator functions and SharePoint; familiarity with Givecloud, Monday.com, or similar systems preferred
Benefits
Health
Vision
Dental
Short and long-term disability
Life insurance
Flexible spending account (FSA) options
403(b)-retirement plan, including 5% company match contributions after two years of service
12 paid annual holidays
Ten paid sick days
Two weeks of paid vacation which increases with tenure and performance
Company
The American Chestnut Foundation
The American Chestnut Foundation is a non-profit firm that develops the American chestnut tree through scientific research and breeding.
11-50 employees
Funding
Current Stage
Early StageLeadership Team
Will Pitt
CEO and President
Sara Fern Fitzsimmons
Chief Conservation Officer
Recent News
2024-12-17
2024-11-30
Company data provided by crunchbase