Development Assistant
Application instructions for this and all current OPB employment opportunities are available at OPB's careers page.
About OPB
OPB is a leader in public media, serving diverse communities of the Northwest with fact-based, in-depth news and information about politics, the environment, science, arts, history, and cultures; business, education and more. Powered by the generous support of members, OPB seeks out a variety of voices in our communities and lifts up authentic stories of the people, places, events and issues of the region, providing context and a deeper understanding. OPB’s independent journalism and programs are available at opb.org, on OPB Radio and OPB TV. Follow us on Instagram, YouTube and Facebook.
The Opportunity
OPB is looking for a Development Assistant to work in support of our fantastic (and busy!) fundraising department directors and vice president. This position will provide executive level support as well as perform department-wide tracking of contracts and invoices, some data entry and reporting, and assisting with scheduling meetings. If your friends and family call you the most organized person that they know, we hope you’ll apply!
Position Details
This position uses independent judgement and initiative to provide expert executive level support, primarily to the Chief Development Officer and Development Directors. This position also supports Philanthropy programs and standard business processes across the department, including contract and invoice tracking and management, assisting with data entry, standard report generation and distribution, and scheduling.
Responsibilities
40% - Support and assist the Chief Development Officer and Development Directors’ ongoing activities.
Prepare for internal and external meetings, manage scheduling and handle arrangements for rooms, catering, presentation equipment, meeting materials, etc. Prepare for events with direction from event coordinator.
Facilitate regular and confidential communications. Gather and prepare information to set agendas, compile meeting notes, and draft presentations, reports and updates. Manage schedules and calendar, respond to email and phone calls as required.
Assist with donor portfolio management. Provide reports on assigned donor activity, flag upcoming or overdue communications, provide donor notes for meetings, and log interaction notes.
Handle travel arrangements for work-related meetings, conferences, etc.
Serve as point of contact for Philanthropy volunteers.
40% - Support common administrative processes within the Development department.
Collaborate with OPB Finance team to ensure payments are made in a timely and accurate manner. Oversee intake of development invoices, review and reconcile details with the appropriate staff, produce and file check requests, POs and other required documentation.
Track Development contracts. Maintain calendar of start, end and renewal dates, develop and maintain a common filing system, facilitate the DocuSign process, and coordinate with the Legal department to ensure contacts move forward in a timely manner.
Provide department administrative support as required, coordinating timesheets, submitting expense reports, generating e-cards, scheduling and supporting key meetings, and other routine processes.
Collaborate with the Operations staff to design and maintaining the department SharePoint site, ensuring information is organized, accurate, and supports department workflows and strategic goals.
Monitor stock of office supplies and premium inventory, reordering as required and communicating premium requests to appropriate staff.
Coordinate production of Philanthropy TV and radio spots in collaboration with Philanthropy managers.
10% - Provide data entry and mail production support for Philanthropy team.
Record contacts from planned giving website in CRM.
Send welcome packets and will planning kits to new Legacy Society members.
Record new estate commitments in the CRM and paper filing system. Includes filing physical and scanned copies of documents.
Enter estate gifts into the CRM and generate letters for estate representatives.
Collaborate with the Membership team on an annual survey to promptly record planned gift responses and send information in response.
Other data entry work as required, such as entering business card contacts after conferences to add to OPB’s advisor list.
10% - Assist with data entry and reporting to support Development team and meet reporting requirements.
Pull revenue and other routine reports related to results and key projects.
Generate lists of funder credits monthly and provide other recognition lists as requested. Maintain sponsor list as required.
Working Conditions
This position may work fully at OPB’s Portland, OR headquarters or a hybrid schedule of three days in office with extensive use of computer and phone. Occasional evening or weekend work may be required to carry out events and meetings. Some activities may require moving up to 25 pounds. Some travel within the region is required to facilitate meetings and events.
Minimum Position Requirements (Knowledge, Skills, Abilities and Attitudes):
Three years of administrative experience, including experience supporting executive-level staff.
Demonstrated ability to exercise sound judgment and discretion.
Demonstrated strong organizational, project management, and time management skills, including ability to successfully manage multiple projects, workflows, and competing priorities.
Advanced computer skills on a wide range of software applications, and enthusiasm to continually learn new systems and techniques, including MS Office product line, with a particular focus on Excel and PowerPoint
Outstanding verbal and written communication skills.
Ability to research, compile and draft/generate reports documenting compliance with regulations and internal performance measures.
Ability to appropriately handle confidential information and interactions and fully comply with policies and standards set by OPB.
Ability to develop a familiarity about OPB in order to optimally represent OPB internally and externally.
Genuine enthusiasm for and understanding of the mission of OPB.
Preferred Position Requirements (Knowledge, Skills, Abilities and Attitudes):
Research skills.
Experience with fundraising CRM. Salesforce preferred.
Additional Information
· This position reports to the Director, Fundraising Platforms and is benefits eligible.
· The probable hiring range for this exempt position is between $24.52 - $26.44, depending on qualifications.
· For the safety of our employees, the contractors/vendors we work with, and the public we serve, OPB has a mandatory COVID vaccination policy and all employees are required to show proof of vaccination.
· This position has access to highly sensitive data and therefore must pass a background check.
How to Apply
For application instructions, please visit OPB's careers page. You will be asked to create an account, upload your cover letter and resume and answer a few position related questions. Once you click “submit” you cannot make changes to your application.
Your application materials are due by 8:59 PM Pacific Time on January 6th, 2025.
OPB is an Equal Opportunity Employer.
