Job Opportunity

International Development Administrative Assistant II


Major Donors

Reports To:

International Development Administrative Supervisor

Position Summary:

The International Development Administrative Assistant II provides superior administrative support and project coordination to the Major Donor team to ensure the highly efficient functioning of the department and its related activities. Provides specific clerical support to the fundraising team in support of cultivation and communication activities for donor portfolios. Partners with Associate Director, Manager and Supervisor to maintain processes and protocols for efficient functioning of the department.

Duties and Responsibilities:

  • Write and send emails, letters and notes on behalf of officers, mail and email standard proposals using department template and guidelines. Mail out books, rosaries and other special items using tracking log.
  • Print, mail and track proposal activity weekly.
  • Monitor and fulfill weekly donor welcome process.
  • Track and confirm shipping of outgoing mail and packages using tracking log.
  • Maintain one shared calendar for IDO’s that contains PTO, donor visits, and campaign dates at a glance.
  • Support meetings by preparing an agenda in conjunction with Supervisor/Manager, take meeting Minutes and follow-up with action items.
  • Coordinate fulfillment of Mass card requests for the Major Donor department on a monthly basis.
  • Keep inventory such as special occasion cards, gifts, books and special in-house items for officers.
  • Assist with large department projects as assigned related to mailings, assisting in fulfillment, research, reporting, record clean up, and specialized campaigns.
  • Provide support for Major Donor events such as the Gatherings/corporate fundraisers , assist with follow up calls, RSVP process, logistics, post-event mailings and thank you notes, reports to evaluate events etc.
  • Coordinate documentation for department expenses, check requests, cash advances, and submit through proper channels for approval in a timely manner.
  • Work with department team members on travel logistics as needed for remote staff office visits; officer donor visits etc., include travel and lodging booking and itinerary and mapping needs following department guidelines.
  • Assist with the distribution of Management Dashboard reports monthly.
  • Assist with the tracking of matching gifts monthly.
  • Generate and prepare end of year reports as assigned.
  • 2-4 times a year coordinate logistics for all team meetings at home office or remote location; as well as for other assigned meetings with stakeholders such as the board, donors, and/or ministry partners.
  • Provide monthly submission for Splash Screen.
  • Welcome all MD visitors by providing superior hospitality.
  • Assist with onboarding activities for new hires.
  • Other duties as assigned.

Knowledge, Skills & Abilities Require/Preferred:

  • Customer service approach to all internal and external interactions, experience working with volunteers and donors preferred.
  • Proven ability to manage multiple tasks simultaneously, resolve problems quickly and independently, with a demonstrated ability to take initiative.
  • Strong oral and written communication skills, as well as interpersonal, organizational and motivational skills.
  • Ability to organize materials and prioritize multiple projects and work with meticulous attention to detail and accuracy to complete deadlines.
  • Strong database management skills, proficiency navigating the internet, donor databases, Outlook, Word, Excel and PowerPoint.
  • Mastery level routine clerical work, proper written and phone communication and use of modern office equipment.
  • Mastery level in Microsoft Office suite especially Outlook, Excel and Word and able to manage data and perform mail merges.
  • Must be congenial and work well with staff, volunteers and donors.
  • Must have flexible schedule to accommodate the work required.

Experience Requirements:

Minimum 3-5 years’ experience, preferably in a non-profit office.

Education or Certification Requirements:

Associates Degree required; Bachelor’s Degree preferred or equivalent experience.

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.