Development Executive Assistant

Unclassified - Miami Beach, FL

Full-time - Entry Level

Miami Beach, FL

About the position

The Development Executive Assistant plays a crucial role in supporting the Development Department at the Greater Miami Hebrew Academy. This full-time position, based in Miami Beach, Florida, involves a variety of responsibilities centered around donor relations, communications, special events, and database management. The assistant will report directly to the Director of Development and will be expected to work 40 hours a week, from Monday to Friday, with occasional nights and weekends required for special events. The environment is described as pleasant and energetic, filled with dedicated professionals who are passionate about Jewish education. In this role, the Development Executive Assistant will be the primary point of contact for maintaining and updating donor, member, and prospect records in the fundraising database. This includes processing donations, managing acknowledgments, and ensuring that all donation-related paperwork is organized and filed appropriately. The assistant will also be responsible for tracking contributions, managing donor relations, and supporting volunteers in fundraising efforts. Additionally, the position requires the assistant to assist with budget tracking, check requests, and general administrative support for the department. The role also involves coordinating workplace campaigns and providing logistical support for special events, such as the Annual Gala and Donor Receptions. The assistant must possess strong organizational skills, attention to detail, and the ability to manage multiple projects while meeting deadlines. Excellent communication skills, both verbal and written, are essential for interacting with donors and team members effectively.

Responsibilities

• Update, add, and maintain donor, member, and prospect records in the database.
• Assist with the gift entry process, including copying checks and tracking weekly batches.
• Code and track general donations, tributes, membership, and workplace gifts.
• Upload online transactions from online giving systems.
• Assist with the creation of donor lists and other gift queries and reports.
• File all donation-related paperwork and maintain organized filing systems.
• Manage the donation and membership acknowledgment process, including sending thank you notes and membership cards.
• Answer phone and email inquiries regarding memberships and donations.
• Track and report on contributions.
• Write and draft emails for development department needs.
• Support volunteers for fundraising efforts.
• Manage a caseload of current and potential donors.
• Create, route, and file accounts payable check requests.
• Track department expenses in the budget monitoring system.
• Assist the director and project staff with budget reconciliation.
• Perform database maintenance and clean-up projects to improve data integrity.
• Perform mail merges and assist with solicitation and other department mailings.
• Post mailings or work with mail house or volunteers to ensure timely mailings.
• Run monthly membership renewal letters.
• Coordinate all aspects of workplace campaigns, including annual applications and pledge tracking.
• Provide administrative and logistical support for special events, including mailings and phone inquiries.

Requirements

• Bachelor's degree required, Master's preferred.
• At least two years prior experience in fundraising or community engagement.
• Proven experience as an executive assistant or relevant administrative support experience.
• Prior experience with fundraising databases preferred.
• Expertise in Microsoft Office (Word, Excel, PowerPoint) required.
• Prior experience with marketing and communications required.
• Prior experience with event planning required.
• Graphic design proficiency preferred.
• Excellent organizational skills and attention to detail.
• Strong time management skills and ability to meet deadlines while managing multiple projects.
• Ability to work both independently and in a team.
• Strong interpersonal skills and communication skills.

Nice-to-haves

• Graphic design proficiency preferred.