Administrative & Development Assistant

The Administrative & Development Assistant plays a critical role in supporting the operational, HR, and fundraising functions of our organization. This multifaceted role ensures the smooth day-to-day functioning of our administrative systems while also contributing to our donor stewardship and fundraising efforts. The ideal candidate is detail-oriented, proactive, and mission-driven, with experience in nonprofit administration and development.

This position is currently part-time, and we recognize that the scope of responsibilities outlined is more typical of a full-time role. The position is expected to grow into a full-time role as soon as funding allows. In the interim, responsibilities will be prioritized and scaled appropriately, and support will be provided to ensure a manageable workload. We're looking for a candidate who is excited to grow with us and help shape this evolving role.

Key Responsibilities

Provide administrative and development assistance, including but not limited to

1. Support Executive Director, board, and committee logistics, including scheduling, documentation, and communication
2. Assist with HR functions such as:
   • Updating employee handbooks, staff and board contact list, and policies.
   • Managing the annual health insurance renewal process
   • Coordinating annual performance reviews
   • Troubleshooting human resources issues
   • Coordinating staff onboarding processes.
3. Assist with monthly bank reconciliation, state charity registrations, and payroll management
4. Ordering supplies and coordinating with external vendors
5. Maintain organizational and event calendars
6. Take minutes at meetings and ensure timely follow-up on action items.
7. Support event and virtual logistics, including booking venues, managing RSVPs, preparing materials, webinar facilitation, and handling follow-up communications.
8. Organize and maintain digital and physical filing systems to ensure easy access to critical documents and records.
9. Log and process donations, including acknowledgment management
10. Donor record management and maintenance in Neon or DonorPerfect CRM
11. Assist with appeals, including building mailing lists, mail merges, printing, and distribution.
12. Manage monthly donor records, communication, and retention efforts.
13. Provide administrative support for grant tracking and reporting.
14. Reconcile failed e-payments and follow-up
15. Support social media and website updates, especially for fundraising campaigns or donor recognition.
16. Help conduct donor and prospect research using public databases and internal records.

Qualifications

• 4-year College degree required
• 3+ years of experience in nonprofit administration or development.
• Familiarity with CRM systems (Neon or DonorPerfect CRM experience a plus).
• Proficiency in Microsoft Office and Google Workspace.
• Detail-oriented with strong organizational and communication skills.
• Ability to handle confidential information with discretion.
• Knowledge of HR processes, payroll systems (Gusto), and nonprofit compliance preferred.
• Self-starter, independent worker

Compensation & Benefits

Starting at $25,000 commensurate with experience. Health benefits are available when and if the position transitions to full-time.

Diversity

Biodiversity loss disproportionately hurts society's most marginalized people. Vulnerable communities may include people of color, people from working-class backgrounds, veterans, and others. We encourage applications from people with these identities or members of other marginalized communities.

The Endangered Species Coalition (ESC)

Founded in 2001, ESC represents 460 member groups and hundreds of thousands of activists dedicated to protecting endangered species and the Endangered Species Act. We have worked to preserve and restore our most endangered wildlife for over twenty years by leading a grassroots movement for biodiversity. We are mobilizing the public to care for our nation’s wildlife through championing the Endangered Species Act, organizing, training, and policy briefings.

To Apply

Please send a resume and brief cover letter to tbutcher@endangered.org with “Administrative & Development Assistant” in the subject line.

Timeline

Please send a resume and brief cover letter to Tracey Butcher at tbutcher@endangered.org with “Administrative & Development Assistant” in the subject line. In addition, please include two short writing samples: a formal donation acknowledgment letter and a personal heartfelt note you might include on a handwritten thank-you card to a donor. You’re welcome to submit existing work or create new samples specifically for this application.

Writing samples should be your own original work—AI-generated content is not permitted. We’re looking for pieces that demonstrate your unique voice, clarity of thought, and professional communication style.

Deadline for accepting resumes: June 20, 2025, 11:59 PM, with priority given to applications received by June 13, 2025. Early submissions are encouraged.

Interview period: June 23-27, 2025

Ideal Start Date: July 1, 2025