Advancement Coordinator

Job Title:

Advancement Coordinator

Position Summary:

As a key member of the Advancement Team, provide proactive, timely, and accurate administrative and operational support for The Foundation’s Advancement Department in its engagement with clients, prospects, professional advisors, grantees, and other stakeholders. Collaborate across teams as needed to support efficient operations and build strong internal relationships.

 

Responsibilities: Daily responsibilities will include: 

1. Advancement Team Administrative Support (80%)

  • General Administrative Support for Advancement Department
    • Communicate with clients, prospects, professional advisors, and grantees (verbally and in writing), as assigned by Advancement Officers, in a friendly and professional manner.
    • Coordinate meetings (including securing location, food/beverage) in the office/building for small groups of clients, prospects, professional advisors, and grantees.
    • Make and track reservations/arrangements for out-of-office meetings and small events.
    • Greet guests.
    • Secure conference rooms and notify security for in-office meetings with guests.
    • Input contact reports weekly and distribute monthly tracking reports of all contacts.
    • Assist with preparation of expense reports.
    • Review web inquiries on a regular basis and distribute them to the appropriate staff
    • Keep client database up to date with contact information and contact reports and maintain organized and updated records and files.
    • Prepare minutes for Advancement Team meetings.
    • Staff Foundation events as needed.
    • Perform other administrative tasks as assigned.
  • Coordination and Support for New Accounts
    • Track and support the process of opening new clients’ charitable funds, including initial contact by the Advancement Officer, coordinating agreements via DocuSign, and distributing the welcome packet.
    • Assist Advancement Officers in creating and sending new client correspondence and agreements promptly and accurately.
    • Track the status of new fund agreements.
    • Coordinate with other departments, including finance and grants management, to ensure smooth, prompt, and accurate fund openings and new client onboarding.
    • Work with Advancement Officers on distributing welcome letters and scheduling Center for Designed Philanthropy introduction meetings.
  • Client Support
    • Assist clients in registering for the Client Services Online account management portal in a timely and professional manner.
    • Efficiently respond to client inquiries regarding fund balance, grant history, account statements, password resets, and similar issues.
  • Coordination and Support for Professional Advisor Speaker Series (PASS)
    • Track RSVPs.
    • Send reminders.
    • Respond to general questions from attendees and prospective attendees in a prompt and professional manner.
    • Provide written presentation materials and marketing materials to attendees.
    • Track attendees.
    • Promptly and accurately provide continuing education certificates for attorneys and CPAs.
    • Promptly and accurately submit necessary MCLE provider compliance information to the California State Bar.
    • For in-person events: secure room, catering, and parking; assemble and print all relevant materials; create nametags; greet guests.

2. Other General Administrative Support (15%)

  • Provide backup reception coverage as needed.

3. Other Duties/Special Projects as Assigned (5%)

  • Provide general office support as needed.

 

Core Competencies and Qualifications

  • Bachelor’s degree is required.
  • Minimum three years’ experience in an office environment, preferably in the non-profit sector.
  • Highly organized and detail oriented.
  • Proven ability to track and manage multiple priorities effectively.
  • Ability to work well in a fast-paced, deadline-driven environment.
  • Must be an energetic professional with a record of accomplishment of completing assignments in a timely, accurate, and professional manner.
  • Experience with Raiser’s Edge / Financial Edge / Granted Edge or similar databases.
  • Ability to work independently and as part of a team.
  • Ability to meet goals set by the department and supervisor.
  • Excellent interpersonal skills.
  • Excellent listening and verbal and written communication skills.
  • Ability to be diplomatic when working with clients, prospects, grantees, and professional advisors.

 

Working Conditions

  • This position requires attendance at occasional events outside regular office hours and outside the office building.

 

The Foundation offers many benefits to employees and dependents including:

  • Comprehensive medical, dental and vision coverage
  • Life insurance and AD&D
  • Long-term Disability
  • Employee Assistance Program
  • 403(b) contribution
  • Paid vacation, sick, and holidays
  • Flexible Spending Account
  • Professional development opportunities
  • Hybrid remote /office work schedule for qualified roles

 

This position is based in The Foundation’s Los Angeles office.

Please send resume to jobs@jewishfoundationla.org. No phone calls please.