Development and Donor Relations (DDR) Assistant

Company Name: California Community Foundation
Location: Los Angeles, CA, United States
Date Posted: Mar 25, 2015
Category: Philanthropy
Job Type: Full-Time


The California Community Foundation 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 $1.6 billion in grants and received more than $1.8 billion in contributions from 2003-2013. Since 1915, CCF has been helping individuals, families, corporations and nonprofits establish and develop their philanthropic visions.

While CCF’s focus is Building the Future of Los Angeles, we make progress toward that
ambitious goal by helping our donors and fundholders realize their philanthropic objectives. In partnership with our donors, the foundation supports nonprofit organizations and public institutions with funds for arts, affordable housing, education, transition aged youth, civic engagement and health care programs. Recognizing the importance to partner with other like-minded organizations and the community, CCF created The Joan Palevsky Center for the Future of Los Angeles, a facility dedicated to convenings on philanthropy, civic engagement and issues of importance to communities of Greater Los Angeles and for the business of the foundation and affiliated organizations.

The Development and Donor Relations (DDR) assistant works to provide administrative and marketing support to the six-member external team. Responsibilities include support of the department’s development activity as it relates to 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 assistant 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 six member external
team, including 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.

• Data Entry and Reporting: Responsible for entering data in RE that tracks individual
team members’ progress against goals, as well as the departments’ progress against
goals. This may include proposals, individual actions, biographical information,
communication and philanthropic preferences. Produces recurring department reports
on a regular basis.

• 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.

• Meeting Preparation and Management: Prepares department agenda and list of items
to be discussed at all department meetings. Allocates and keeps track of time as
appropriate. Responsible for taking and circulating meeting minutes at all department
& strategy meetings, with a focus on documenting action items. Prepares copies of
agendas and other materials for meeting attendees.

• Scheduling and Meeting Follow-up: Schedules external donor and advisor meetings
for external team members as requested. Confirms meeting dates and 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 as needed.

• 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.

• 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.

• 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.

• 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.

To perform this job successfully, an individual must be able to perform each essential job
function assigned satisfactorily. The requirements listed above 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.

• Experience: 2-4 years experience as an administrative professional, simultaneously
supporting three or more high level positions, or equivalent experience, preferably at a
nonprofit organization, and most preferably with development or sales experience, is

• 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.

• Project Management Skills: Good 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 Skills: Ability to assess, compile and disseminate information and
independently complete assignments is necessary.

• Problem-Solving Skills: Self initiated ability to analyze and improve on development,
operations and other systems.

• Technology Skills: Computer literacy, including strong-word processing experience,
and proficiency in Microsoft Office software. Working knowledge of Blackbaud software
preferred, with a willingness and ability to learn appropriate database, spreadsheet and
other computer programs.

• 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

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.

This is a full-time, non-exempt position. Salary is dependent on experience and qualifications. A generous benefit package is provided to all full-time staff, including medical, dental, vision, LTD, life, FSAs and retirement benefits.

How to Apply:
To apply to this position, please visit our website at and select “Careers” or go to

CCF is an Equal Opportunity Employer.