Direct Marketing and Special Gifts Assistant

Location

Boston, MA

Reports to:

Director, Annual Fund

Coordinates with:

Director of Institutional Support, Institutional Support team, Vice President of Resource Development, Communications and Program staff.

Purpose of position:

Special Gifts and Marketing Officers, vendors, consultants, Donor Services (DS) staff, all Resource Development Administrative Assistants, Accounting, and Receptionist.

Duties and Responsibilities 

General Administration

• Provide a range of administrative support to the Direct Marketing Department including, but not limited to: word-processing, mail merges, proof reading and editing, telephone coverage, appointment and meeting scheduling, travel arrangements, meeting notes, file maintenance, invoice processing, budget preparation, drafting and preparing donor and other correspondence, and assisting with state registration reporting.
• Maintain Direct Marketing Unit files, including making recommendations for improvements to the system, in cooperation with the Director, Annual Fund.
• Monitor contract expiration date terms and notify Director of upcoming renewals necessary.
• Maintain and order supplies and perform other reasonably related duties.

Special Gifts Administration

• In coordination with Special Gift Officers, prepare personalized gift acknowledgements, annual report donor list and mailing and run other database reports.
• Prioritize call lists for acknowledgment and solicitation phoning.
• Acknowledge donor gifts via phone and obtain appointments for visits.
• Coordinate technology for donor webinars/conference calls.  

Information Management and Donor Care

• Develop a comprehensive understanding of the donor database, including various fields and codes, and their use in support of fundraising and cultivation.
• Update donor information accurately in the donor database, upon donors’ or Officers’ request.
• Research problem gifts or questions from donors and work with DS to rectify them. Recommend and implement changes to business rules for marketing codes.
• Develop and maintain Direct Marketing content on Padare, the Oxfam intranet.

Donor and Marketing Research

• Support Special Gifts Officer(s) by conducting background research on donors in collaboration with Major Gifts Research Officer.
• Establish and maintain familiarity with software, databases, and screening services, as well as sources available to the public, primarily online.   
• Research, evaluate, and summarize marketing opportunities as they are assigned, primarily online. Research and recommend new online giving partnerships or cause-marketing opportunities.  

Work with other administrative staff

• Act as a backup for stock gift administration, Pledge Program, coding incoming gift mail, front desk reception, and other Division administrative functions as directed by Director, Annual Fund.
• Participate in division, department and team meetings as required and assist with department wide administrative duties when needed.

Expectations for the position

• The incumbent will work effectively and collaboratively in support of building a team-based, problem-solving work culture.
• Perform all duties appropriately for a multi-cultural environment, treating all persons with dignity and respect, and be familiar with and committed to the mission and goals of Oxfam America.
• Serve as a professional and conscientious representative of Oxfam America, maintaining confidentiality of appropriate information.

Qualifications

Required

Education:

• Bachelor's degree, preferably in a field related to writing, communications, political science or international relations.

Experience & core competencies:

• A minimum of two years progressively responsibly administrative, database management and/or customer service experience.
• Oral and written communication skills sufficient to interact professionally with donors, vendors, and OA staff, including proofreading, grammar, and letter composition.
• Proficiency with MS Office, especially Word and Excel or similar programs. 
• Possess or have ability to acquire specialized knowledge and use independent judgment for conducting background research on donors or other online research.
• Ability to work well under pressure, provide on-going support for multiple individuals, juggle priorities, meet deadlines, and manage a variety of assignments., strong organizational skills with an understanding of planning and scheduling, and ability to use discretion, confidentiality and judgment.

Preferred:

• Ability to communicate in French or Spanish.
• Experience in an issue-oriented non-profit organization or in an international development organization.