Job Description

Philanthropy Administrative Coordinator

Join the Gary Sinise Foundation Team

At the Gary Sinise Foundation, we support and honor our nation’s defenders. We seek individuals who recognize that freedom and security come at a cost and who are committed to serving those who answer the call to duty. We want team members whose principles and values resonate with our culture of service, commitment, and appreciation.

About the Gary Sinise Foundation

Established in 2011 by actor and humanitarian Gary Sinise, the Gary Sinise Foundation honors and supports our active-duty military, veterans, first responders, and their families. Through programs designed to inspire and uplift our nation’s heroes, we aim to make a meaningful difference in the lives of those who serve and sacrifice for our freedom.

Position Summary

The Philanthropy Administrative Coordinator plays a pivotal role in enhancing the efficiency of a primarily remote team. Reporting directly to the Director of Donor Engagement, the ideal candidate will demonstrate exceptional communication skills and the ability to thrive in a high-volume, fast-paced environment. They will be adept at multitasking, proactively anticipating needs, making sound decisions, and taking initiative. Additionally, they will be capable of managing projects and assignments independently while collaborating effectively as a team player.

ESSENTIAL RESPONSIBILITIES: To perform this job, an individual must perform each essential function satisfactorily with or without reasonable accommodation.

Donor Support:

• Serve as the main point of contact for individual, corporate, and community relations donor inquiries, directing them to appropriate departments with a comprehensive understanding of their functions.
• Manage the donor phone line and email queue, ensuring timely and professional responses.
• Reach out to monthly donors regarding expiring credit cards.
• Run dedication reports twice weekly, print, and send dedication cards to recipients.
• Maintain Buy-A-Brick orders and logos. Act as a liaison with the RISE Team to coordinate orders and updates.
• Assist with planning and execution of donor engagement events. Travel may be required for events to support on-site activities.
• Draft and send thank-you notes/emails as directed by donor teams.
• Assist with the distribution of stewardship cards to donors.
• Collect and compile data for grant proposals.

Administrative Support:

• Manage team calendars, tracking and scheduling regular team meetings.
• Take meeting minutes as requested, ensuring accuracy and follow-up on action items.
• Assist in donor stewardship initiatives, including mailings, tours, and special events.
• Provide support with Salesforce data entry and management.
• Coordinate shipping and fulfillment of merchandise and swag requests.
• Upload, organize, and maintain documents and marketing assets in Salesforce and SharePoint.
• Contribute to the creation and documentation of department Standard Operating Procedures (SOPs).
• Perform additional duties and initiatives as directed by foundation leadership, contributing to the organization’s mission and overall success.

KNOWLEDGE AND SKILLS: The requirements listed below are representative of the knowledge, skills and/or abilities required.

• Detail-oriented with exceptional multitasking and time management abilities
• An aptitude for prioritizing tasks and meeting deadlines in a fast-paced environment.
• Outstanding written and verbal communication skills, with the capacity to engage effectively and respectfully with a wide range of individuals, from C-suite executives to assistants and support staff.
• Aptitude for creative problem-solving within established systems and procedures.
• Eagerness to take ownership of specific projects and initiatives.
• Proficiency in Microsoft Office (Outlook, Word, Excel and PowerPoint).
• Familiarity with Salesforce or other CRM system, MS SharePoint and Asana preferred.

Education, Experience, Certification Requirements:

• Bachelor’s degree or equivalent work experience.
• 1-3 years of administrative experience, preferably in non-profit or comparable industry.

Work Environment

• This is an in-office role with standard work hours of 8am-5pm CDT; flexible hours may be required for events.
• Some travel (up to 20%) may be necessary, with occasional nights and weekends.

The Gary Sinise Foundation is an equal opportunity employer.

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