Administrative Coordinator - Mesa, AZ

Administrative Coordinator

A New Leaf is committed to empowering individuals and enriching communities through transformative services. Our core values—Compassion, Passion for Results, Collaboration, Accountability, Integrity, and Conscientiousness—guide us in creating meaningful, lasting impacts in the communities we serve. 

Salary: $23 hr

Schedule: Monday - Friday

Job Summary:  

The Administrative Coordinator provides administrative and operational support to the Development team, with a primary focus on Major and Planned Giving activities. This position supports donor engagement, fundraising operations, scheduling, communications, events, donor records, research, and stewardship activities. The Administrative Coordinator works closely with Development staff to help maintain accurate donor information, coordinate cultivation and stewardship efforts, and support the effective operation of the department. Success in this position requires strong organization, attention to detail, professionalism, discretion, collaboration, and the ability to manage multiple priorities in a donor-centered environment 

Responsibilities: 

Coordinate and maintain calendars for assigned Development staff, including proactively scheduling donor, prospect, internal, and external meetings and assisting with related meeting logistics. 

Draft, edit, format, and prepare donor correspondence, proposals, presentations, meeting materials, and other fundraising-related communications. 

Communicate with donors, prospects, community partners, and other external stakeholders by email, telephone, and other approved communication methods with professionalism, responsiveness, and discretion. 

Protect the confidentiality and security of donor, prospect, financial, organizational, and other sensitive information in accordance with organizational policies and applicable requirements. 

Enter, update, and maintain accurate donor and prospect information, contact reports, meeting notes, activities, and other records within the organization's donor customer relationship management (CRM) system, including Raiser’s Edge/NXT or other designated systems. 

Generate routine reports, lists, and other information from donor systems and assist Development staff with data tracking, portfolio management, follow-up activities, and administrative reporting. 

Coordinate and support donor stewardship and cultivation activities and events, including invitations, RSVPs, event logistics, materials, setup, donor communications, and post-event follow-up. 

Assist with the development and coordination of donor communications, including monthly donor newsletters, stewardship communications, and other approved outreach materials. 

Conduct donor and prospect research using approved resources to gather information regarding philanthropic interests, giving history, community involvement, and other information relevant to donor cultivation and engagement. 

Participate in Development team meetings, organizational meetings, projects, and activities as assigned and provide administrative support toward departmental goals and priorities. 

Assist in drafting, editing, formatting, and coordinating donor proposals and supporting materials to help ensure accuracy, consistency, professionalism, and alignment with identified donor interests and organizational priorities. 

Contribute relevant information, observations, and feedback during team discussions and participate in process-improvement efforts related to administrative and fundraising operations. 

Maintain a professional and donor-centered presence when interacting with donors, prospects, volunteers, community partners, vendors, staff, and other internal and external stakeholders. 

Coordinate administrative processes and maintain organized electronic and physical records, files, correspondence, and supporting documentation in accordance with departmental procedures and organizational record-retention requirements. 

Track assigned deadlines, follow-up activities, meetings, and administrative deliverables and communicate relevant updates to appropriate team members. 

Collaborate with Development team members and other departments to support donor engagement, fundraising initiatives, special projects, events, and organizational priorities. 

Other duties as assigned 

Qualifications:  

Education:   

High school diploma, GED, or equivalent required 

Associate or bachelor’s degree preferred.     

Experience: 

One (1) to three (3) years of progressively responsible administrative, nonprofit, fundraising, development, donor relations, project coordination, or related office support experience preferred. 

Experience coordinating multiple priorities, schedules, meetings, projects, or events and meeting established deadlines. 

Experience maintaining accurate electronic records, databases, documentation, and filing systems. 

Experience working with Microsoft Office 365, including Word, Excel, Outlook, Teams, and PowerPoint. 

Experience working with donor management, fundraising, CRM, or similar database software preferred; Raiser’s Edge/NXT experience is a plus. 

Strong organizational skills with exceptional attention to detail and accuracy. 

Excellent written and verbal communication and interpersonal skills, including the ability to communicate professionally with donors, community partners, leadership, and staff. 

Ability to maintain confidentiality, handle sensitive donor and organizational information appropriately, and exercise sound judgment. 

Ability to work collaboratively, manage changing priorities, and provide responsive administrative support in a team-oriented environment. 

Working Conditions/Physical Requirements: 

Hybrid work environment consisting of office-based work, remote work, donor meetings, community meetings, grant-related activities, and occasional travel throughout Maricopa and Pinal counties.  

Frequent local travel may be required to support donor stewardship, grant activities, meetings, trainings, and other organizational business.  

Occasional evening and weekend hours may be required to support grant deadlines, fundraising events, donor meetings, trainings, or other organizational activities.  

Ability to sit, stand, walk, and drive for extended periods throughout the workday.  

Ability to frequently use a computer, keyboard, telephone, and other standard office equipment while performing assigned duties.  

Ability to occasionally lift and carry files, office supplies, presentation materials, or event materials weighing up to 25 pounds.  

Ability to manage multiple priorities, projects, and deadlines while maintaining a high level of accuracy and attention to detail.  

Must maintain professionalism, discretion, and confidentiality in all interactions with employees, donors, funders, volunteers, community partners, and external stakeholders.  

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position, in accordance with applicable law. 

Compliance Requirements:       

Must Be At Least 21 Years of Age  

Class One Fingerprint Clearance Card 

Central Registry Background Check 

Drug Screening 

TB Test (Depending on Program) 

Food Handler Certification (Depending on Program) 

CPR/First Aid Certification 

Valid Unrestricted Driver’s License  

Current Auto Liability Insurance  

39 Month Motor Vehicle Record  

Adhere to all organizational policies, including the Code of Conduct, professional standards, and relevant regulations.  

Comply with all applicable mandated reporting laws and A New Leaf policies and procedures.  

Responsible To: Chief Development Officer (CDO) 

Supervisory Responsibilities: None