Position Title: Administrative Assistant, Leadership Giving
Location: United States/Baltimore
Department/Country: Charitable Giving, Leadership Giving
Reports To: Director, Donor Relations
Position Status: Regular
Position Type: Full Time
Catholic Relief Services (CRS) is the official international humanitarian agency of the Catholic community in the United States. CRS works to*save, protect, and transform* lives in need in more than 100 countries, without regard to race, religion or nationality. CRS’ relief and development work is accomplished through programs of emergency response, health, agriculture, education, microfinance and peacebuilding.
As a global organization, CRS has an incredibly diverse workfor ce, with a wide mix of intellectual approaches, religions, races, ethnicities, languages, and socio-economic statuses. We strive to make CRS an even more diverse and inclusive workplace that embraces each individual staff member’s unique background and experiences, celebrates our differences, and eliminates barriers to opportunity.
Working within the Donor Relations Unit of the Leadership Giving Department, the Administrative Assistant will play a critical role in ensuring good stewardship to supporters, effective communication between colleagues and operational excellence in the broader Charitable Giving division.
Now in the mid-point of the Go FAR Campaign for Catholic Relief Services, the agency seeks to raise revenue and drive our impact with high-level private donors like never before. This vision depends on the entire Leadership Giving team working together with donors, colleagues, partners and the people we serve to create transformational change.
Reporting to the Director of Donor Relations, the Administrative Assistant in Leadership Giving will play a crucial role in private fundraising at CRS. Based at CRS’ world headquarters in Baltimore, MD, with the possibility of flexible work-from-home opportunities, this position will serve as the primary support staff for the HQ and nationally based Leadership Giving team. In addition, the Administrative Assistant will assist with needs raised by the broader Charitable Giving division always with the goal to ensure a personal, accurate and timely experience for CRS donors.
- Respond to inquiries from within CRS and from external audiences, routing inquiries to the appropriate staff for action and follow-up as needed,
- Support ad hoc projects for the Go FAR Campaign, Principal Gifts, CRS Boards and volunteer steering committees, Donor Relations Unit, Development Unit, and assisting with the stewardship and outreach to their donors.
- Assist with administrative needs for Charitable Giving Executives, departments and units as requested, e.g., distribution of Charitable Giving mail to appropriate staff.
- Process report requests from the donor database as needed by relationship managers.
- Ensure teams’ requests for supplies, materials, stationery, equipment, etc. are met in a cost effective and timely manner.
- Provide back-up support for Donor Relations team members as needed.
- Support the staff use of CRS cloud-based work platforms.
- Assist with uploading donor engagement activity, survey results and other donor related information to Charitable Giving’s donor database.
- Coordinate maintenance of Charitable Giving equipment at Baltimore office (e.g. printers, signature machine, etc.) and supplies (e.g. paper, letterhead, storage areas including basement) as needed.
- Assist with administrative needs for other administrative staff, especially other Executive Assistants and administrative assistants as requested.
- Reconcile corporate credit card for Leadership Giving team once receipts are logged; manage all deadlines and submission prep for cardholder review.
- Process approved payment and reimbursement requests through CRS’ financial system.
- Assist Leadership Giving staff with financial expense reports.
- Support the mass upload of relationship manager activity into CRS’ donor database.
Arrange travel for staff and supporters including coordination of tickets, hotels, ground transportation, itineraries and meeting logistics, process travel-expense reporting and reimbursement.
Assist colleagues with travel reimbursement process.
Coordinate travel and hosting as directed for donor visits to Baltimore office including meeting confirmations.
- Assist Donor Relations Unit, HQ Image Center and Mail Room staff to print and deliver donor stewardship such as holiday cards, annual & emergency reports etc.
- Support donor mailings including mail merge, print, collate, stuff and post cover letters, proposals and other donor touches.
- Make appropriate preparations to welcome visiting donors and guests to the Baltimore office, as needed.
- Support planning and executing Leadership Giving, Charitable Giving, Foundation Board meetings and Governance Board meetings at Baltimore office.
- Provide logistics support in site selection and coordination for any Charitable Giving meetings not held in Baltimore.
- Ensure the onsite support of meetings when donors are hosted in Baltimore, including food, hotel, travel, and other needs.
- Coordinate travel and hosting as directed for donor visits to Headquarters including meeting confirmations.
- Handle administrative details associated with Leadership Giving conference calls (e.g. distribute agenda, recording of minutes, etc.).
- Handle scheduling, including Microsoft Outlook calendar management, for internal and external meeting requests, conference calls and other appointments.
- Support the staff and donor use of online meeting platforms, e.g. MS Teams and Zoom.
- Organize, update, and place reminders on a shared Microsoft Outlook calendar for development, highlighting milestones, deadlines, reporting cycles, events, and other shared priorities.
KEY WORKING RELATIONSHIPS
Internal: Donor Relations Unit, Development Unit, Leadership Giving Leadership, Charitable Giving Executives, Content Unit, Donor Services Department, Analytics Unit, Hispanic Development Unit, other Charitable Giving staff and CRS Executive Office staff.
External: CRS donors, volunteers and Board Directors
- Commitment to an excellent donor experience for all agency supporters.
- Strong organization skills, detail oriented.
- A proactive customer service mindset.
- Good decision-making skills, willingness to search out answers, ability to recognize when others need to be involved in activities or decisions.
- Curiosity, sense of humor, high energy level, and an enthusiasm for meeting and working with a wide range of individuals.
- Knowledge of or a demonstrated interest in the principles and techniques relevant to major gift fundraising, donor relations and stewardship.
- Handle highly sensitive and confidential donor information with the utmost level of professionalism.
- Motivated to serve poor and vulnerable communities around the world.
- Associate's degree, High School diploma may be substituted with additional experience.
- A minimum of three years' experience in a support function in an office setting.
- Proficiency in Microsoft Office. Database management experience.
- Ability to present information concisely and effectively, both verbally and in writing.
- Ability to organize and prioritize work, meeting deadlines while managing multiple projects and with a keen attention to detail.
- Ability to work independently with little supervision, as well as in a team.
- Excellent interpersonal skills
Agency-wide Competencies (for all CRS Staff)
These are rooted in the mission, values, and guiding principles of CRS and used by each staff member to fulfill his or her responsibilities and achieve the desired results.
- Continuous Improvement & Innovation
- Builds Relationships
- Develops Talent
- Strategic Mindset
- Accountability & Stewardship
What we offer
CRS offers a comprehensive benefits package including medical, dental, life insurance, vision, generous retirement savings plan and the opportunity to work in a collaborative, mission-driven culture that is committed to improving the lives of the poor throughout the world.
*Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need. Disclaimer: This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.
Note: All positions requiring residence or frequent travel outside their home country must undergo and clea r a pre-employment medical examination.
CRS' talent acquisition procedures reflect our commitment to safeguarding the rights and dignity of all people - especially children and vulnerable adults - to live free from abuse and harm.
*EOE/M/F/D/V -* CRS is an Equal Opportunity Employer. (For all US and International positions)
Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.