International Crane Foundation


Administrative Assistant – Development

The International Crane Foundation (ICF) is looking for an Administrative Assistant for our Development Department whose contributions will help fuel our mission. This position is scheduled for 32 hours a week but may occasionally exceed that schedule. Over the past 40 years, ICF has grown from the dream of two college students to a world-renowned conservation effort to save the world’s cranes and the flyways and habitats they frequent.  ICF achieves our mission through the gifts of our generous donors. As a member of our team, you will contribute to ICF ‘s goals and successes.

What is it like to work at ICF? Prepare to be surrounded by people who are passionate about our mission, dedicated to the organization and engaged with their fellow staff and associates. Our ICF team is committed to fulfilling the dream that started 40+ years ago. You will come to work at our campus in Baraboo. The only place in the world with all 15 species of cranes.

Oh yeah, we also have a nice salary and benefits package, and you can play a critical role in promoting and expanding our mission across the U.S. and 55 countries around the world.  Does that sound like you?

Position Summary:

The Administrative Assistant – Development supports the mission of ICF by consistently providing excellent, efficient, and responsive administrative services.  The incumbent is responsible for providing executive-level administrative support to the Development Director and the Development Department for fund-raising efforts.  These duties include general administrative tasks, database entry, event coordination and daily reception duties.

Essential Duties and Responsibilities:

The position performs these duties on a regular basis.  Actual day-to-day assignments may differ.

Administrative Support to the Development Director and Development team:

  • Provides administrative support including maintaining calendar, creating appointments, proactively anticipating events and needs of department and Development Director.
  • Makes travel arrangements for Development team as needed, prepares expense reports.
  • Serve as the meeting coordinator for both staff and donor meetings by scheduling resources, creating and circulating agendas, reserving meeting space and coordinating food/beverage items when needed. Recording and transcribing minutes of meetings as needed. Responsible for call and teleconference call set up.
  • Ensure that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screening calls for appropriate action within the organization and maintaining files as needed.
  • Review, proofread and format all correspondence and reports prepared to ensure accuracy and consistency. Follow up with staff to ensure deadlines are met. Review other prepared documents requiring the Develop Director or another Executive member signature, such as donor letters, purchase orders, leave requests, expense reports, contracts, etc.
  • Serves as primary administrative contact for donors, including responding to emails, letters and phone calls in a timely manner. Contacts donors as needed to confirm gift details and sets up appointments as needed for Development team.
  • Provides administrative support for donor communications: creates and segments lists in the database; prepares and tracks in-house mailings. Prepare individual correspondence for fundraising team including cover letters, holiday cards, thank you notes, addressing and posting mail.
  • Tracks and maintains print material inventory, including print archives; stationary, thank you cards, development narratives, etc. reorders supplies.
  • Performs weekly queries in the Raiser’s Edge database to ensure accuracy, consistency of data entry. Review Raiser’s Edge reports for completion of action items and communicates progress to Development Director. Proactively identify any areas that need attention.
  • Provides backup administrative support for Gift Processing team as needed for data entry and fulfillment, assists with bank deposits that require travel into Baraboo as needed.
  • Prepare reports and summaries for fundraising meetings and conference calls, including revenue and expense reports, proposal reports, and progress reports.
  • Enter contact reports, and donor communications, major gift and grant proposals in Raiser’s Edge as needed by fundraising team.
  • Coordinate needs for onsite VIP visits, including tours, behind-the-scenes activities, and meal logistics.
  • Assist with fundraising event coordination, including but not limited to: mailings, RSVP tracking, event sponsorships, supplies, travel arrangements. Events include small fund-raising events and large events such as Evening with the Cranes and galas.  Provide support to Major Gift team regarding travel and event logistics for offsite fund-raising events and donor visits.
  • Primary contact for inquiries about ICF travel opportunities.
  • Scan check logs and database for donors showing potential for increased giving and provide a detailed report to Development Director and fund-raising team.
  • Provides administrative support for and attends member and donor events as needed (requires some nights and weekends).
  • Acts as liaison with program staff, board members, volunteers, donors, potential donors, and professional peers.
  • Prepare donor profiles and prospect research for donor meetings, fundraising events.

General Administration:

  • Answer all incoming phone calls to ICF and respond or forward appropriately.
  • Sort and distribute mail, oversee postage supplies, maintain postage meter supplies.
  • Administer UPS/FedEx/DHL online accounts, and assist staff in packaging, shipping, labeling and pick-ups, of outgoing packages.  Receive UPS/FedEx mail and distribute incoming packages.
  • Act as designated liaison for staff and vendors for routine issues and updates with ICF’s printing and copying equipment.
  • Track, order, and distribute office supplies and business cards.
  • Perform miscellaneous clerical duties, including data entry, photocopying, filing, collating, handling departmental mail and faxes, and distributing materials.
  • Other duties as assigned.

Qualifications Required:

  • Demonstrated customer service skills with emphasis on reception type duties.
  • Experience utilizing the basic features of word processing software including formatting, tables, mail merge, and other word processing software skills (Word 2013 preferred).
  • Two years working with database programs. Experience with Raiser’s Edge preferred.
  • Experience utilizing the basic functions of Excel (Excel 2013 preferred).
  • Experience using email and calendar programs (Outlook preferred).
  • Experience handling multiple demands simultaneously by organizing, prioritizing competing deadlines and completing work accurately and timely.
  • Accurately type 50 words per minute.
  • Written communication skills, including the ability to effectively proofread and edit routine correspondence and reports in a clear, concise, logical, and effective manner while utilizing proper grammar, spelling, punctuation and sentence structure.
  • Excellent verbal communication skills, including listening effectively and answering questions effectively and appropriately.
  • Ability to respond promptly to customer needs and requests for service and assistance.
  • Calculate figures and amounts such as discounts, interest, percentages.
  • Attentive to detail and thoroughness.
  • Preserve and maintain the highest degree of confidentiality with poise, tact and diplomacy.
  • Identify problems; collect, organize, and analyze information and make appropriate decisions or recommendations within the defined scope of responsibilities.
  • Work as a constructive member of a team, including the free sharing of information and technical expertise as needed.
  • Quickly, effectively and continually adapt to changes in work duties, processes and technologies.
  • Ability to work with and maintain confidential information.
  • Valid Wisconsin Driver’s License.

Preferred Experience and Knowledge:

  • Knowledge of current administrative practices, procedures and technologies.
  • Experience working in a fund-raising team.

Physical Abilities and Work Environment:

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

Physical Abilities:

  • Ability to use hands and fingers to type, answer the phone and make phone calls.
  • Ability to talk and hear.
  • Ability to sit for long periods of time.
  • Ability to lift or move up to 20 pounds.
  • Occasionally required to stand; walk; reach with hands and arms.

Work Environment:

  • Office environment with a comfortable office climate and limited noise.

ICF offers a competitive salary and benefits package.

To apply send cover letter and resume to icfjobs@savingcranes.org

Please list subject: Development

The International Crane Foundation is an equal opportunity employer