Capital Campaign Administrative Assistant

Position
:
Capital Campaign Administrative Assistant

Reports To
:
Director of Capital Campaign

Status
:
Hourly – Non-Exempt – Full-Time

Overview
:
The Capital Campaign Administrative Assistant for the Coalition for the Homeless of Central Florida plays a vital role in supporting the success of the organization’s fundraising efforts by managing campaign logistics inclusive of donor cultivation, and reporting. This position is integral to organizing committee meetings, coordinating prospect cultivation activities, and conducting in-depth donor research to prioritize and track potential donors.

The Administrative Assistant is responsible for maintaining accurate records in donor systems, producing reports, and implementing stewardship processes, including thank‑you acknowledgments and recognition events. Additional duties include supporting the creation of campaign publications, newsletters, and website updates, ensuring timely and accurate information sharing. With a focus on collaboration, communication, and organizational skills, this position contributes directly to the Coalition’s mission by fostering donor engagement and executing a successful capital campaign.

• Organize and manage meetings for the Campaign Cabinet/Steering Committee and sub‑committees, including scheduling, securing locations, and managing logistics.
• Prepare and provide agendas, reports, and other meeting materials.
• Record minutes for each meeting, noting individual assignments for follow‑up.
• Follow up with committee members to ensure timely completion of their assignments.
• Develop and maintain a monthly tracking system to present at Steering Committee meetings, highlighting deadlines.
• Create individual spreadsheet tabs for each committee member to track prospects for cultivation from their personal networks.
• Coordinate details for prospect cultivation meetings, including scheduling and logistics.
• Manage the calendar for the Director of Capital Campaign (DCC), scheduling meetings, lunches, coffees, and tours in collaboration with the Executive Assistant for the CEO when necessary.
• Work with hosts and the DCC to plan and manage awareness gatherings, including:
  • Invitations (printing and mailing), RSVPs, and location logistics.
  • Managing necessary collateral and other event materials.
• Conduct research and prioritize campaign prospects using tools such as iWave/Donor Search.
• Develop and maintain a prospect tracking system, recording all pertinent details.
• Document meeting and solicitation outcomes in Donor Perfect, noting next steps for each prospect.
• Maintain accurate records of campaign gifts in Excel and Donor Perfect to ensure up‑to‑date tracking.
• Prepare and present campaign reports for the Board Chair, CEO, and Director of Capital Campaign during Board and Steering Committee meetings.
• Implement a timely thank‑you process, recording acknowledgments in Donor Perfect.
• Oversee the acknowledgment process, incorporating:
  • Letters, handwritten thank‑you cards, and phone calls, as determined by gift size and donor parameters.
• Assist in the planning and execution of recognition events, including groundbreaking ceremonies.
• Ensure accurate listing of campaign gifts in the Annual Report, contacting select donors to confirm their approval as per their signed gift pledge forms.
• Support the creation and distribution of campaign e‑newsletters.
• Facilitate regular updates to the campaign website, ensuring all information is current and accurate.
• Assisting in the creation and production of marketing materials such as:
  Newsletters, Presentations, Event Invitations, Flyers, Website & Social Media Content, etc.

• Bachelor’s degree in nonprofit management, communications, marketing, or a related field (equivalent experience considered)
• Minimum of 2 years of experience in fundraising, development, or administrative support roles, preferably in a nonprofit organization.
• Knowledge of capital campaign processes and donor cultivation practices is a plus.
• Experience in prospect research (training provided) and event management is advantageous.

• Strong project management skills, with the ability to prioritize tasks and meet deadlines.
• Exce…