Development & Administrative Coordinator, Easterseals Hawaii

Essential Job Functions

Gift & Check Processing 

• Receive, open, log, and secure all incoming mail, including checks, cash, and in-kind gift documentation. 
• Process and record all donations accurately and works with the Operations team to insure donations are logged in the donor database within established timelines, including checks, credit card gifts, cash, online gifts, pledges, matching gifts, and stock or in-kind contributions. 
• Prepare check deposits and deliver or transmit deposits in accordance with organizational cash-handling and internal control procedures. 
• Reconcile gift records with Operations on a regular schedule and research and resolve discrepancies. 
• Maintain confidential donor and financial files in compliance with organizational policy and applicable regulations. 

Development & Donor Support 

• Enter and maintain accurate, up-to-date donor and prospect records in the donor database, including contact updates, coding, and gift history. 
• Run and distribute standard fundraising reports, mailing lists, and donor lists as requested. 
• Support donor stewardship activities, including thank-you calls, correspondence, mailings, recognition lists, and anniversary or milestone tracking. 
• Provide production support for appeals, campaigns, newsletters, and donor communications, including list preparation, proofreading, mail merges, assembly, and mailing. 
• Assist with the preparation and assembly of grant application materials, proposals, sponsorship packets, and impact reports. 
• Maintain development calendars, deadline trackers, and filing systems for grants, appeals, and donor touchpoints. 
• Other duties as requested 

Events 

• Provide logistical and administrative support for fundraising and community events, including venue and vendor coordination, supply ordering, and materials preparation. 
• Maintain event registration lists, RSVP tracking, guest and table assignments, name badges, and check-in materials. 
• Work with Development staff to track and record event sponsorships, ticket sales, auction items, and event revenue in the donor database. 
• Work with Development staff to recruit, schedule, and support event volunteers; serve as an on-site point of contact during events. 
• Assist with event setup, breakdown, transport of materials, and post-event follow-up including acknowledgments and reporting. 
• Compile post-event data and summaries for review by development leadership. 

Office & Administrative Operations 

• Serve as a welcoming first point of contact for the office: greet visitors, answer and route phone calls, and respond to general inquiries. 
• Manage incoming and outgoing mail, shipping, and deliveries. 
• Order, receive, and maintain supply needs for Development; track inventory and stay within budget guidelines. 
• Schedule and set up meetings, including room reservations, technology setup, materials, and catering. 
• Maintain organized physical and electronic filing systems, and support recordkeeping for the office. 
• Process and submit invoices, check requests, expense reports, and credit card reconciliations for development and administrative expenses. 
• Support onboarding logistics and general office needs for staff and visiting team members. 

Executive Support to the CEO (approximately 20% of the role) 

• Coordinate CEO travel arrangements, itineraries, registrations, and related expense reporting. 
• Prepare meeting materials, agendas, and briefing documents at the CEO’s direction, and track resulting action items and follow-ups. 
• Draft, format, proofread, and distribute correspondence, thank-you letters, and other documents on behalf of the CEO. 
• Provide administrative support for Board and committee meetings, including scheduling, packet assembly, distribution, and meeting logistics. 
• Handle confidential and sensitive information with the highest level of discretion. 
• Other duties as assigned. 

Qualifications

Minimum Education, Experience & Training Equivalent to:

We believe humans with a diverse range of experiences may be suited for the work at hand. We are avoiding education minimums with an acknowledgment that these can be barriers for historically excluded groups. We’re looking for someone who brings deep expertise in people-centered work and is excited to grow with us. This role is well suited for someone who has:

• High school diploma or equivalent required; Associate’s degree or coursework in business administration, communications, nonprofit management, or a related field preferred. 
• 2+ years of administrative, office coordination, executive assistant, or development support experience; nonprofit experience preferred. 
• Experience handling checks, cash, or financial records with accuracy and confidentiality preferred. 
• Experience with a donor database, CRM, or comparable records system preferred. 
• Strong written and verbal communication skills. 
• Excellent organizational, data entry, and time management skills. 
• Ability to work independently and collaboratively in a team environment. 
• Passion for the organization’s purpose and commitment to social impact. 

What would be a plus:

• Comfort with basic digital and social media tools used in donor communications.
• Willingness to take initiative, ask questions, and pursue improvements to office and development processes.

Requests:

• Must be able to communicate effectively within the work environment, read and write using the primary language with the workplace.
• Visual and auditory ability to work with donors, clients, staff and others in the workplace continuously.
• Frequent speaking and listening (25-75%) to donors, clients, staff, and others in the workplace.
• Utilize computer and cell phone for effective communication.
• Works a flexible schedule as necessary, including additional weekend or evening h
• Proficient in Microsoft Office (Outlook, PowerPoint, Word, Excel, etc.), especially PowerPoint and related computer software.
• ours for special events or deadlines.
• Ability to lift, carry, and transport event and office materials up to 25 pounds. 
• Travel requirement throughout Oahu and neighboring islands/the mainland as needed.

Knowledge, Skills & Abilities (organized by our company values): 

Community oriented: 

• Appreciates and demonstrates collaboration across teams. 
• Serves as a role model, bringing our core values to life in your work. 
• Work in an exciting, fast paced high energy environment while effectively multitasking and managing day-to-day responsibilities without supervision.
• Personable; able to work comfortably with donors, board members, staff, clients, and community partners at all levels.
• Excellent verbal and writing communication skills; frequent proofreading and checking documents for accuracy.
• Strong interpersonal and relationship-building skills, with a service-oriented approach. 

Equity informed:

• Approaches work with a growth mindset, welcome feedback, and understand that humans all have biases and are imperfect as a baseline. 
• Sensitivity to working with an ethnically, linguistically, culturally, and economically diverse population.

Bold:

• Navigates ambiguity with an excitement for problem solving. 
• Commitment to meet agreed upon deadlines on time or ahead of schedule. 
• Transparent on action, pursuits, and outcomes.
• A commitment to the values of the organization while demonstrating good judgment, flexibility, patience and discretion when dealing with confidential and sensitive matters.

Wellbeing driven: 

• Willingness and commitment to self-reflection and re-thinking. 
• Ability to understand your physical, mental, social, and financial wellbeing needs with a willingness to co-create boundaries that allow you to sustainably show up and honor your humanity.
• Capacity to contribute to and help cultivate effective + sustainable wellbeing driven spaces.

Conditions of Employment

• Ability to obtain and maintain criminal record clearance through the Department of Justice (DOJ). The People & Performance Department must analyze DOJ/FBI live scan reports in accordance with applicable Federal, State, and Local laws, as well as fitness for the position.
• Must have a valid Driver’s License with Insurance and maintain a clean driving record.
• Ability to obtain and maintain clearance through the Office of Inspector General.
• Able to travel to multiple work sites. Reliable transportation needed.
• Must attend any required training.

Time Type:

Compensation:

The statements contained in this job description reflect general details as necessary to describe the principal functions of this job. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas as deemed fit for the organization.

Easterseals Hawaii is an equal opportunity employer.