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Administrative Assistant/Donor Relations

Delaware Breast Cancer Coalition
100 W 10th St Ste 209, Wilmington, DE 19801
Hybrid work
$37,000 - $43,000 a year - Full-time


100 W 10th St Ste 209, Wilmington, DE 19801

Pulled from the full job description

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan

Full job description



TITLE: Administrator/Donor Relations

DIVISION & PROGRAM: Administrative Team

REPORTS TO: Chief Executive Officer

EMPLOYMENT STATUS: Full-time and Exempt

As a member of the Administrative Team, this positionwill provide administrative, programmatic, and clerical support to the Chief Executive Officer, Board of Trustees, Staff, and other agency Administrators as needed. Working under the direct supervision of the Chief Executive Officer, this position provides all necessary organizational support and responsibilities statewide for the agency.

This is highly visible position that interacts with all DBCC team members. As a priority, this position also oversees the agency’s donor relations and management of the agency’s donor database to ensure a comprehensive donor relations and stewardship system that effectively promotes engagement with and recognition of all-level donors, while leveraging strategies and best practices for donor retention, acquisition and growth.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

· Excellent organizational skills (oral and written) and the ability to excel at details, multi-tasking and working under pressure.

  • Must have expertise in the use of software programs such as MS Word, Publisher, PowerPoint, and Excel, as well as functional experience with administrative tools such as Survey Monkey, Doodle Polls, Zoom virtual meeting scheduling, Microsoft Teams, etc.
  • Must have some experience with donor management software.
  • Knowledge around Delaware foundations and funders and some experience with grant management.
  • Valid Driver’s license with clean driving record
  • Ability to keep very sensitive and confidential information, respecting the privacy of donors, survivors, and the DBCC agency.


Bachelor’s degree and three to five years office administrative support at the executive level preferred.


Ability to write reports, business correspondence, and standard operating procedures (SOPs).

Ability to effectively present information and respond to questions from Board of Trustees, clients, partners, staff, and the public.

Ability to review, edit, and submit grants and produce strategic donor/sponsor mailing lists.


Ability to solve practical problems.

Ability to interpret a variety of instructions provided in written, oral, or schedule format.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


DBCC Administration & Board Support:

  • Assist the Chief Executive Officer and leadership staff with administrative, secretarial, and programmatic support as it pertains to the function of the agency.
  • Serve as the liaison between the Board of Trustees and the agency, supporting Board and Committee meeting needs, report availability, and communications.
  • Organize board/staff meetings, programs, events, or conferences by arranging for facilities and caterers, issuing information or invitations, coordinating speakers, and working within an event budget.
  • Attend, and participate in, Board and committee meetings as warranted and take/record official meeting minutes as needed. .
  • Compose and prepare confidential correspondence, reports, and other complex documents, update staff/board listings regularly and as needed, and maintain well-filed agency documents.
  • In conjunction with the agency Accounting Manager and other staff, order agency supplies, and maintain a workable office environment.
  • Attend, and assist as needed at, all major agency events and other functions as appropriate.
  • As a priority, will become familiar with the Bylaws of the agency in order to apply a functional understanding to matters affecting the Board and the agency, such as Board Director term limits, nominating procedures/board voting, and advance notice of financial documents for budgetary approval and other meetings. [FV1]

Donor Relations:

  • Maintains donor relations and manages the agency’s database, Giveffect.
  • Maintains the Giveffect database and works to keep the system as accurate and up to date as possible, minimizing donor record duplication.
  • Puts SOPs in place and ensures they are being followed when working with Giveffect and updates all SOPs as necessary.
  • Keeps up to date with Giveffect systems and attends trainings and seminars as warranted and available to enhance and leverage system to inform donor outreach.
  • Applies a strategic understanding of Giveffect tools and effectively utilizes features that efficiently track all donations, including cash gifts, to cultivate future donations.
  • Work in conjunction with the Development Manager on the Partnership Oversight committee and partnership follow up.
  • Assist Accounting Manager with banking needs, deposits, and recording.
  • Performs other related duties as requested or required.


The agency has general operating hours Monday – Friday, between 9:00am – 5:00pm with flexibility; although necessary work hours will be scheduled on evenings and weekends depending on the needs of the program and agency. This position is a hybrid of office and work at home hours.


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Type: Full-time

Pay: $37,000.00 - $43,000.00 per year


  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Retirement plan
  • Vision insurance


  • Monday to Friday
  • Weekends as needed

Supplemental pay types:

  • Bonus opportunities

Work Location: Hybrid remote in Wilmington, DE 19801