The Advancement Associate keeps the Advancement Department’s daily systems, records, and schedules organized. The associate supports gift administration, donor stewardship, events, communications, grants administration, and team coordination.
Gift Administration and Donor Records
- Enter and update gifts, contacts, pledges, interactions, and event participation in Bloomerang or the designated donor system under established procedures.
- Prepare routine acknowledgment letters, receipts, pledge reminders, mailing lists, and stewardship mailings for review and timely distribution.
- Coordinate with Finance on gift documentation and reconciliation; flag discrepancies for resolution and maintain separation between recordkeeping and financial approval.
- Maintain accurate donor files, contact preferences, data quality checks, and confidential records; route substantive donor requests to the appropriate staff member.
Department Administration
- Coordinate calendars, meeting logistics, agendas, notes, follow-up lists, shared files, purchasing requests, invoices, and routine department correspondence.
- Update tracking tools and prepare routine CRM lists and reports, monitor task deadlines and follow up with responsible staff.
- Provide administrative support for Board and committee meetings when assigned, including scheduling, materials, attendance, and draft minutes; the CEO and designated leaders retain responsibility for content and decisions.
- Support volunteer and alumnae records and communications as directed, coordinating with the staff who own each relationship.
Events and Communications Support
- Support the Marketing and Events Manager with invitations, registration, supplies, vendors, check-in lists, day-of logistics, post-event records, and follow-up mailings.
- Create and design content for communications efforts including social media, email marketing, mailing, and website management.
- Proofread and format approved materials, manage production requests, and keep event and campaign files current.
- Track sponsorship deliverables and recognition dates for the Manager and Senior Director to review; escalate any unmet commitments.
Grants and Team Support
- Help the Manager of Grants with scheduling, file organization, database entry, document collection, and submission logistics at the Manager’s direction.
- Maintain administrative records and deadline reminders
- Assist with proposal writing and funder relationships
- Assist with other department projects and occasional events as priorities are assigned by the Senior Director.
- Represent Girls Inc. of Worcester at community events, networking opportunities, and fundraising functions.
Required:
- Experience in office administration, development operations, customer service, or a related setting; nonprofit experience is helpful. Equivalent education and experience are welcome.
- Strong organization, data entry accuracy, writing, and customer service skills; ability to handle confidential information and competing deadlines.
- At least two years of experience working in or supporting development and/or advancement efforts
- Proficient in Microsoft Office Suite, Google Workspace, and willing to learn new software tools.
- Ability to work respectfully with donors, volunteers, colleagues, and community partners and to follow established approval procedures.
Preferred:
- Bachelor’s degree in communications, nonprofit management, development, or a related field or 3+ years of experience in fundraising, communications, or event coordination.
- Experience with donor databases such as Bloomerang (preferred) or similar platforms.
- Proficiency with social media, digital marketing, and content management systems.
- Strong writing, editing, and verbal communication skills.
- High attention to detail, time management, and ability to work independently.
- Ability to maintain confidentiality and professionalism in donor relations.
Additional Requirements:
- Must have or be able to obtain CPR/First Aid certification.
- Must pass a comprehensive background check including fingerprinting (paid by applicant) $35-50, in accordance with MA Department of Early Education and Care (EEC) requirements.
- Ability to lift up to 25 pounds.
- Reliable transportation: ability to travel throughout Central Massachusetts for meetings and events.
- Ability to work occasional evenings and weekends.
- Valid driver's license and reliable transportation.
- Ability to maintain confidentiality while exercising sound judgment.
- Other duties as assigned to support the team and organization.
Pay Rate: $50,000 - $55,000 Annually
Status: Full-Time, Non-Exempt
Position Schedule & Flexibility: This full-time position requires a 40-hour workweek, with flexibility to accommodate some evening and weekend programming. The weekly schedule is typically Monday - Friday 9:00 am-5:30 pm.
Benefits: Health, dental, vision, and life insurance; 401K; tuition reimbursement; flexible spending account (FSA); Employee Assistance Program (EAP); paid wellness week; and professional development opportunities.
To Apply: Please submit your resume and cover letter to:
Workplace Culture & Values:
Girls Inc. of Worcester is committed to a culture of equity, empowerment, and inclusion. We strongly encourage individuals from underrepresented backgrounds—including women, BIPOC individuals, LGBTQ+ individuals, and those with lived experiences reflective of the youth we serve—to apply.