Job Opportunity

Administrative Supervisor


Major Donors

Reports To:

International Development Sr. Director

Position Summary:

The Administrative Supervisor supports the Sr. Director and leads the administrative team and functions serving the major donor department. Provides superior project coordination and support in partnership with the Sr. Director and department management team to ensure the highly efficient functioning of the department and its related administrative and donor cultivation/retention activities. Provide a wide range of administrative and executive support with the ability to anticipate the administrative needs of the Sr. Director, management team and the department and allocate staffing resources to meet department goals and objectives.

Duties and Responsibilities:

Supervisor responsibilities: Lead team of Development Administrative Assistants. Ensure activities and resources align to meet administrative and operational support needs of the department, management team and Director in order to meet department goals and objectives.

  • Collaborate with major donor management team to align admin support priorities around department needs and goals
  • Represent administrative and process expertise to optimize team support around needs of department
  • Lead admin team by coaching, training, and driving monitoring assigned responsibilities and timelines
  • Ensuring department postage and supply needs are managed through partnership with management team and fulfillment

Major Donor Management team responsibilities:

  • Provide excellent executive administrative services to the Sr. Director to ensure department operates in an organized, efficient, and professional manner
  • Support Sr. Director, and as requested the Development Vice President, through the scheduling and coordination of meetings, including set-up and preparation of reports, agendas, minutes, and presentations
  • Assist in the management of donor engagement activities, including campaigns, events, and meetings
  • Assist with special projects, staff recruiting, onboarding, development, recognition, training, and other general office tasks as well as supporting other administrative assistants as necessary.
  • Ensure administrative cross-training for administrative team to ensure coverage for all administrative and operation needs
  • Oversee creation of and adherence to all SOP’s for department procedures and protocols
  • Make travel arrangements and submit necessary expense documentation for processing
  • Prepare reports, letters and correspondence for donors, vendors and other stakeholders
  • Support Sr. Director in high level meetings by taking minutes, documenting assigned tasks, and providing follow up activities necessary to drive outcomes with all stakeholders as assigned
  • Manage documents and records as assigned, including incoming and outgoing communication (can include emails, correspondence, appointments, and phone call)
  • Prepare fundraising, management, financial, board and other reports as assigned
  • Provide support for department budgeting activities and reconciliation reports
  • Performs other duties as assigned or requested

Donor support Responsibilities:

  • Track Major Donor fundraising reservations for additions, updates and changes, and coordinate changes with MD team and Communications. Support yearly reservation submissions
  • Track Major Donor Marketing pieces through close coordination with Marketing and Major Donor Associate Director, including interim updates & touch bases outside of typical update cycle
  • Work closely with data team to track the arrival of checks/payments/pledges/special receipting or documentation needs for high touch donor project funding
  • Track future funding needs for high touch donors for year-end planning/budgeting and financial income projections as well as project budgeting purposes
  • Support travel and communication activities for Cross Catholic Outreach signature donor trip to Rome

Knowledge, Skills & Abilities Require/Preferred:

  • Experiencing leading teams
  • Customer service approach in all internal and external interactions
  • Ability to analyze, organize and present information concisely and effectively, both verbally and in writing
  • Ability to organize and prioritize multiple projects and work with meticulous attention to detail and accuracy
  • Ability to drive complex projects from concept to completion in partnership with multiple stakeholders
  • Familiarity with working with sensitive and confidential information
  • Possess a high degree of computer literacy for Microsoft Office; Database experience a plus– NetForum preferred
  • Ability to successfully manage a team and interact effectively with internal and external stakeholders, donors, and volunteers

Experience Requirements:

Minimum 5 years of experience, preferably in a non-profit development office, in supervising staff and managing administrative operations.

Education or Certification Requirements:

Associates Degree; Bachelor’s Degree preferred.

Application Process

Please submit your resume by email to and include the title of the position in the subject line. Please be sure to include a cover letter detailing your spiritual background.

Cross Catholic Outreach is a Christian ministry and provides excellent employee benefits. We are a Christian Humanitarian Aid Agency assisting the poorest of the poor around the world. Please visit our web site to learn more about the mission, vision, statement of faith and core values of our organization.