Senior Administrative Assistant II - Major Gifts

Woods Hole Oceanographic Institute

Woods Hole Oceanographic Institute

Massachusetts, USA
Posted on Saturday, April 6, 2024

Senior Administrative Assistant II - Major Gifts

Job ID
Location : Location
US-MA-Woods Hole

Job Summary

The Woods Hole Oceanographic Institution is seeking a Senior Administrate Assistant II - Major Gifts. Reporting to the Director of Advancement Operations and Stewardship, this position provides support for major gift officers, contributing significantly by anticipating, prioritizing and initiating projects in support of their fundraising objectives. The successful candidate will develop an understanding of fundraising processes and best practices to update and maintain donor records in the Raiser’s Edge database and develop and run analytical reports and mailing lists. Assist fundraisers with the development of solicitation strategies and collaborate with fellow Advancement Operations colleagues to develop and employ effective and efficient processes in support of the Development team. Ability to communicate effectively with donors and individuals outside of the WHOI community required. This is a full-time, non-exempt position and is eligible for benefits. This is a hybrid position.

Essential Functions and Responsibilities

  • Develops working knowledge of fundraising objectives and donor strategies. Reflects this in donor relationships and interactions.
  • Creates and updates donor records in the Raiser’s Edge database on a timely basis and manages data import/export tasks along with the creation of queries, exports and reports on an ad hoc and regularly scheduled basis.
  • Assists in proposal preparation and prepares budgets and standardized documentation.
  • Drafts correspondence, reports and memos for the fundraisers.
  • Helps plan and organize staff appointments, meetings and travel, which includes preparation of background materials on donor prospects.
  • Participates in regular staff meetings.
  • Tracks Moves Management data in Raiser’s Edge database and runs regularly scheduled moves reports.
  • Shares responsibility for general Development Office phone line and email address.
  • Performs basic research tasks related to donors and potential donors. Creates bios based on this research and updates the database as needed.
  • Reviews Development Office correspondence to extract relevant donor information and enters into the database.
  • Assists fundraisers with the monitoring of budgets, submission of expense reports, creation of purchase orders and general vendor interactions.
  • Handles and maintains confidential materials, some of a complex nature.
  • Maintains, organizes, and prioritizes multiple office tasks.

Non-Essential Functions

Performs other duties as assigned.

Education & Experience


High school diploma or equivalent

2-4 years of administrative or relevant office experience

Proficiency with Microsoft Office suite

Knowledge of, or interest in, non-profit fundraising

Ability to manage multiple tasks and prioritize

Willingness to be a team player and collaborate with colleagues to advance development operations

Attention to detail


Bachelor’s degree

5+ years of administrative or relevant office experience

Database and reporting experience (preference to candidates with Raiser’s Edge database experience)

Experience in a fundraising setting

Physical Requirements

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently. Other physical tasks are mostly sedentary; use of hands for basic/fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.


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WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email for assistance.

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