California Community Foundation

Los Angeles, CA

Position Announcement

DEVELOPMENT & DONOR RELATIONS ASSISTANT 

The California Community Foundation (CCF) is a nonprofit grantmaking foundation that administers almost 1,600 individual charitable funds to meet existing and emerging needs in the Greater Los Angeles area. CCF is one of the largest and fastest growing community foundations in the United States. With assets of more than $1.4 billion currently, CCF has awarded more than $1.7 billion in grants and received more than $1.9 billion in contributions over the past ten years. Since 1915, CCF has been helping individuals, families, corporations and nonprofits establish and develop their philanthropic visions.

We envision a future where all Angelenos thrive – a future where the productive capabilities of Angelenos contribute to the health and well-being of our communities. The fate and future of every resident is interwoven, and our success as a community will be defined by how we improve the quality of life of all residents, especially our most vulnerable. We also envision a future in which more donors impact the challenges of Los Angeles and beyond, fulfilling their passions and creating a diverse spectrum of opportunities and philanthropic legacies.

For 100 years, the passion of our living and legacy donors has defined and built the California Community Foundation. Their generosity and dreams for a better tomorrow make our drive for meaningful social change possible. We partner with individuals and families to not only pursue their own personal passions but to collaborate with us, along with the public, private and nonprofit sectors, in transforming Los Angeles County.

Reporting to the director of development and donor operations, the Development and Donor Relations (DDR) assistant works to provide administrative and marketing support to the external team, including the Vice President. Responsibilities include support of the department’s development activity as it relates to relationship management with advisors, new business prospects, donors and nonprofit agencies; materials generation; event coordination, mailings and other special projects as assigned. This position is responsible for developing and strengthening relationships with donors, prospects and fund advisors by positively representing CCF and supporting external team members. This position will also cross-train with the Development and Donor Operations associate supporting internal development operations, providing back-up support as it relates to events, prospect research and other administrative functions.

Major Responsibilities:

• Administrative Support: Provides administrative support to the external team, including the Vice President, which includes drafting correspondence, data entry, answering of telephone calls, meeting preparation and management, filing and scheduling. Prepares reports, collateral and materials for external team members to present and utilize in meetings.
  • Relationship Support - Telephone Calls: Screens and handles telephone calls based on each team members’ preference. Answers initial questions about products and services, and directs prospects and donors accordingly. Interacts with donors, advisors and VIP’s.

• Relationship Support - Scheduling and Meeting Follow-up: Schedules donor, prospect and advisor meetings for external team members as requested. Confirms meeting dates, locations and all necessary logistics in advance of meetings as per each team members’ preference. Works with external members as needed to ensure meeting follow-up and action items are completed and develops reminder systems to this end.
• Data Entry and Reporting: Responsible for entering data in Raiser’s Edge that tracks individual team members’ progress against goals, as well as the departments’ progress against goals. This may include proposals, relationships, individual actions, biographical information, communication and philanthropic preferences. Produces recurring department reports on a regular basis.
• Meeting Preparation and Management: Prepares department agenda and list of items to be discussed at all department and other group meetings. Allocates and keeps track of time as appropriate. Responsible for taking and circulating meeting minutes at all department and other meetings, with a focus on documenting action items and decisions made. Prepares copies of agendas and other materials for meeting attendees.
• Travel and Business Expenses: Arranges for travel, specifying times, dates, best connections, food, seat locations, car rental, etc., and sets up hotels and equipment for external staff. Prepares internal expense reports and external letters for expense reimbursement from other sponsoring organizations.
• Mailings: Provides back-up support for production of department mailing lists. This includes merging invitations, letters and labels for Legacy Society, quarterly statements, and other mailings as assigned. Oversees the collating, stuffing and mailing of these materials. Works with marketing and communications staff to coordinate mailings with outside mail-house as necessary.
• Database/Document Management: In coordination with the internal DDR team, maintains the integrity of DDR files and records. This includes ensuring that established protocols for entering, maintaining and changing information are followed across the department. Also includes identifying, proposing and executing methods for optimal database management and record keeping.
• Events:  Provides back-up support for department events, which may include maintenance of rsvp lists, event registration, creation of name tags and collateral materials, set-up and breakdown. As part of advisor event incentives, maintains CCF’s accreditations for advisors’ continuing education units, MCLE, etc.
• Mission Orientation & Integration: Becomes familiar with the trends, challenges and solutions addressed in the foundation’s key areas of grantmaking. Stays current on developments affecting low-income and vulnerable populations in greater Los Angeles, with particular focus on education, economic opportunity and smart growth issues. Supports external team members in their demonstration of mission orientation and integration by assisting with relationship management that promotes aligned giving.
• General: As appropriate, assists other departments and works as a member of interdepartmental teams to ensure the effective and efficient operations of CCF.  At all times, demonstrates cooperative behavior with supervisors and coworkers. Other duties as assigned, dependent on organizational needs and employee skills.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this  position.

• Experience: Minimum of 5 years experience as an administrative professional, or equivalent experience, preferably at a nonprofit organization, and most preferably with development or sales experience, is required.
  • Education: Bachelors degree preferred. High school diploma or equivalent, higher education or business/secretarial training required.
  • Communication Skills: Excellent interpersonal, written, and verbal communication skills required. An ability to compose and edit correspondence and basic reports, knowledge of proper English, grammar and punctuation is required, with knowledge of a variety of written styles and formats.  Ability to comfortably interact with diverse audiences as  well as nonprofit and community groups.  Ability to understand constituent’s motivations, expectations, goals and nurture relationships over time to create lasting bonds.
  • Technology Skills: Internet competency and strong computer proficiency, including mastery of the Microsoft Office software suite and a familiarity with database software,  is required. Working knowledge of Blackbaud software preferred, with a willingness and ability to learn appropriate database, spreadsheet and other computer programs.
  • Project Management Skills: Strong organizational skills and attention to detail. Ability to prioritize work and adjust to multiple demands. Demonstrated ability to independently plan for and follow tasks through to completion in a timely manner.
    • Critical Thinking and Problem Solving Skills: Ability to assess, compile and disseminate information and independently complete assignments is necessary. Self initiated ability to analyze and improve on development, operations and other systems.
    • Team Work & General Skills: Ability to follow directions. Ability to work well independently and as team member. Ability to take initiative, and follow tasks through to completion.

Working Conditions:

• Requires the ability to sit and work at a desk for several hours at a time.
• Ability to work overtime as required.
• Ability to occasionally attend meetings, presentations and events outside the office.
• Punctuality and satisfactory attendance are essential functions of the job.