Capital Campaign Administrative Assistant

Position
:
Capital Campaign Administrative Assistant

Reports To
:
Director of Capital Campaign

Status
:
Hourly – Non-Exempt – Full-Time

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.
• Plan and manage awareness gatherings: print and mail invitations, handle RSVPs, coordinate location logistics, manage collateral, research and prioritize prospects using iWave/Donor Search, maintain a prospect tracking system, document outcomes in Donor Perfect, maintain accurate gift records in Excel and Donor Perfect, and prepare reports for the Board Chair, CEO, and Director of Capital Campaign.
• 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 approval as per 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.
• Assist in the creation and production of marketing materials such as newsletters, presentations, event invitations, flyers, website and social media content.

• 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.
• Exceptional discretion and professionalism in handling confidential donor information.
• Analytical and problem‑solving skills, particularly in organizing and reporting data.
• Proficiency in Microsoft Office Suite and familiarity with donor management systems (e.g., Donor Perfect).
• Excellent interpersonal and written communication skills.
• A collaborative mindset, capable of working effectively with diverse teams and individuals.
• Adaptability and flexibility to thrive in a dynamic work environment.

This job description does not imply that these are the only duties to be performed by the employee in this position. The employee will be required to follow any other job‑related instructions and perform other job‑related duties requested by any person authorized to give instructions or assignments. This description excludes the marginal functions of the position that are incidental to essential job duties.

All duties, responsibilities, and requirements are vital to the job. This document does not create an employment contract, implied or otherwise, other than an "at‑will" employment relationship.