Administrative Manager

Position Summary

The Virginia Capital Trail Foundation (VCTF) is seeking a highly organized, detail-oriented, and proactive Administrative Manager to join our team full-time. Reporting directly to the Executive Director, this position is a vital role in ensuring the smooth operation of our organization and will provide essential support in finance, development, and office management.

The ideal candidate is an enthusiastic and flexible team player who thrives in a fast-paced environment, enjoys working on a variety of projects, and is passionate about the Capital Trail and surrounding trails. This position works primarily during normal business hours, with occasional evening or weekend hours required for special events and board meetings.

Key Responsibilities

Finance & Bookkeeping Support

• Manage internal bookkeeping activities, including credit card and bank statement reconciliations.
• Scan, code, and input financial documents into QuickBooks Online and/or company files.
• Assist with check requests, A/P and A/R processing, including invoicing, Stripe, and other income entries.
• Support budget preparation, financial statement compilation, and annual financial reviews.
• Make weekly deposits and assist with payroll processing.
• Serve as a liaison with external financial service providers.

Office Management

• Serve as the first point of contact for phone calls, emails, and in-office visitors.
• Manage office supplies, including ordering and inventory, equipment maintenance, and mail processing.
• Maintain both electronic and physical filing systems.
• Provide support for event and program logistics as needed, including packet pickup and managing merchandise sales at events.
• Assist with basic IT issues and coordinate with outside consultants.
• Support the fulfillment of shipping items from the online store and with events.
• Perform other administrative duties as assigned by the Executive Director.

Development & Fundraising Support

• Enter and maintain accurate donor records in Bloomerang CRM system.
• Process acknowledgment letters, donor receipts, and other stewardship communications.
• Prepare donor reports, segmented mailing lists, and gift summaries for fundraising campaigns.
• Assist the Executive Director with donor meeting preparation, including compiling bios, giving history, briefing materials, and tracking follow-up tasks.
• Provide logistical and administrative support for fundraising campaigns, including donor list segmentation, mail merges, tracking responses, and reporting results.
• Assist with donor prospect research and cultivation activities.
• Provide support in preparing grant proposals and reports, and tracking of grant deliverables.
• Help track pledges and ensure follow-up on outstanding commitments.
• Coordinate donor stewardship touches such as thank-you calls, impact updates, and recognition events.

Board & Committee Support

• Coordinate logistics for board and committee meetings, including scheduling, reminders, materials preparation, and recording meeting minutes
• Maintain accurate board and committee rosters for internal and public use.
• Support board committee work as needed, including preparing reports and tracking board member giving.

Qualifications

Education & Experience

• Bachelor’s degree preferred.
• Minimum of 2 years of relevant administrative, development, or office management experience.

Technical Skills

• Proficiency in G Suite and Microsoft Office Suite.
• Experience with QuickBooks Online preferred.
• Experience with Bloomerang or other donor databases preferred.

Core Competencies

• Passion for the VCTF mission and the Capital Trail.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High attention to detail and accuracy.
• Strong interpersonal skills and a customer-service mindset.
• Ability to work independently with minimal supervision as well as collaboratively in a team environment.
• Problem-solving skills and adaptability in a dynamic, fast-changing environment.