Job Description

Job Description

Job Description

Department: Advancement & Marketing

Salary: $20/hour

Schedule: 35 hours/week, year-round, some evenings, weekends and holidays during the summer, flexible schedule

Location: In-Person

Reports To: Advancement & Stewardship Manager

Summary

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: (To include other duties as assigned)

Gift Processing & Data Management

• 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 .

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