Advancement & Marketing Assistant
Lakeside, Lakeside Marblehead, OH, United States
Advancement & Marketing Assistant The Advancement & Marketing Assistant is a foundational member of the team, supporting daily operations that power Lakeside's fundraising and marketing efforts. This role works independently and collaboratively with supervisors, coworkers, interns and external departments.
This individual will interact regularly with donors, guests and community members while ensuring that all donations, records and communications are handled with precision and care. Serving as both the office's front-facing presence and the primary support for gift processing and data management, this role requires a high level of accuracy, organization, technology proficiency, professionalism and discretion.
Essential Duties and Responsibilities:
Process and record all donations and pledges with a high degree of accuracy
Maintain and update donor records in Raiser's Edge
Generate tax receipts and acknowledgment letters, and check for accuracy
Prepare deposits and reconcile with finance in coordination with the Advancement Stewardship Manager
Ensure confidentiality and integrity of donor data
Run reports and support audit preparation
Maintain a high level of quality control and accountability with gift processing, data entry and reporting in Raiser's Edge software
Front Desk & Customer Service:
Serve as the first point of contact for visitors and callers
Provide welcoming, professional customer service
Manage front desk inquiries, including taking accurate notes to effectively convey messages to staff
Answer questions and route inquiries appropriately and promptly
Liaison to donors with questions related to giving
Administrative & Office Support:
Assist with calendars, scheduling and internal coordination
Process invoices and monthly credit card statements
Support direct mail and communications projects
Maintain an organized office, including inventory and ordering supplies
Maintain working knowledge of Lakeside programs and initiatives to effectively support guests and donors
Complete occasional errands and supply runs for the department
Support planning and execution of donor and community events
Manage reservations and guest communications
Assist with event setup, logistics and follow-up
Coordinate donor recognition elements (plaques, memorials, etc.)
Edit and update the policy and procedures manual related to the role
Manage personal schedule and assigned tasks using Excel, Outlook or similar tools
The Ideal Candidate:
Thrives in a fast-paced, detail-driven environment
Enjoys interacting with people while managing behind-the-scenes tasks
Possesses exceptional attention to detail and accuracy
Maintains strong organizational and time management skills
Handles financial data and sensitive information with discretion
Communicates professionally and warmly both in person and by phone
Manages multiple tasks and meets deadlines
Works independently and collaboratively with a high-level of self-motivation
This role is ideal for someone who enjoys detailed, behind-the-scenes work while also serving as a welcoming and professional presence for the Lakeside community.
Qualifications:
Associate degree in business, accounting or related field preferred
Experience in data entry, bookkeeping or administrative support strongly preferred
Proficient in Microsoft Office (Excel, Word, Outlook) with emphasis on Excel data management
Comfortable learning and navigating database systems and internal software
Experience using Raiser's Edge or similar software strongly preferred
Schedule Expectations:
This position is 35 hours per week, year-round. Because it serves as administrative support for the Advancement & Marketing office, this role is expected to work in person. This role requires flexibility, including some evenings, weekends and summer holidays.
Lakeside Chautauqua is an equal opportunity employer.
This individual will interact regularly with donors, guests and community members while ensuring that all donations, records and communications are handled with precision and care. Serving as both the office's front-facing presence and the primary support for gift processing and data management, this role requires a high level of accuracy, organization, technology proficiency, professionalism and discretion.
Essential Duties and Responsibilities:
Process and record all donations and pledges with a high degree of accuracy
Maintain and update donor records in Raiser's Edge
Generate tax receipts and acknowledgment letters, and check for accuracy
Prepare deposits and reconcile with finance in coordination with the Advancement Stewardship Manager
Ensure confidentiality and integrity of donor data
Run reports and support audit preparation
Maintain a high level of quality control and accountability with gift processing, data entry and reporting in Raiser's Edge software
Front Desk & Customer Service:
Serve as the first point of contact for visitors and callers
Provide welcoming, professional customer service
Manage front desk inquiries, including taking accurate notes to effectively convey messages to staff
Answer questions and route inquiries appropriately and promptly
Liaison to donors with questions related to giving
Administrative & Office Support:
Assist with calendars, scheduling and internal coordination
Process invoices and monthly credit card statements
Support direct mail and communications projects
Maintain an organized office, including inventory and ordering supplies
Maintain working knowledge of Lakeside programs and initiatives to effectively support guests and donors
Complete occasional errands and supply runs for the department
Support planning and execution of donor and community events
Manage reservations and guest communications
Assist with event setup, logistics and follow-up
Coordinate donor recognition elements (plaques, memorials, etc.)
Edit and update the policy and procedures manual related to the role
Manage personal schedule and assigned tasks using Excel, Outlook or similar tools
The Ideal Candidate:
Thrives in a fast-paced, detail-driven environment
Enjoys interacting with people while managing behind-the-scenes tasks
Possesses exceptional attention to detail and accuracy
Maintains strong organizational and time management skills
Handles financial data and sensitive information with discretion
Communicates professionally and warmly both in person and by phone
Manages multiple tasks and meets deadlines
Works independently and collaboratively with a high-level of self-motivation
This role is ideal for someone who enjoys detailed, behind-the-scenes work while also serving as a welcoming and professional presence for the Lakeside community.
Qualifications:
Associate degree in business, accounting or related field preferred
Experience in data entry, bookkeeping or administrative support strongly preferred
Proficient in Microsoft Office (Excel, Word, Outlook) with emphasis on Excel data management
Comfortable learning and navigating database systems and internal software
Experience using Raiser's Edge or similar software strongly preferred
Schedule Expectations:
This position is 35 hours per week, year-round. Because it serves as administrative support for the Advancement & Marketing office, this role is expected to work in person. This role requires flexibility, including some evenings, weekends and summer holidays.
Lakeside Chautauqua is an equal opportunity employer.