Philanthropy Administrative Assistant

Employment Type: Full time Shift: Description: POSITION SUMMARY: Pittsburgh Mercy is seeking a highly organized, tech-savvy, relationship-focused professional to serve as our Philanthropy Administrative Assistant. As the Philanthropy Administrative Assistant, you will be a trusted partner to a collaborative team of fundraising and grantmaking professionals, providing administrative, operational, and programmatic support to the Executive Director of McAuley Ministries and the VP of Development for Pittsburgh Mercy. The successful candidate will thrive in a mission-driven environment and enjoy working collaboratively with donors, grantees, community partners, trustees, and colleagues. You will be an integral part of a kind and passionate, dedicated small and mighty team that work out of the Convent of Mercy on the campus of Carlow University in the neighborhood of West Oakland in Pittsburgh and out of Pittsburgh Mercy’s headquarters located at 1200 Reedsdale St, Pittsburgh, PA 15233. ESSENTIAL FUNCTIONS: Office Administration: You will keep a busy team organized and operate efficiently by: Provide day-to-day administrative support, including calendar management, appointment scheduling, meeting coordination, and the organization of routine and complex travel arrangements, primarily within the local region. Oversee the administration and ongoing support of the organization's grantmaking AI Assistant, Irene, ensuring effective utilization and operational efficiency. Draft, edit, format, and prepare correspondence, presentations, spreadsheets, reports, and other business documents with a high degree of accuracy and professionalism. Coordinate all logistics for foundation and corporate meetings, site visits, and special events, ensuring seamless execution of hospitality, catering, audiovisual, venue, and other event-related requirements. Attend board, committee, team, and site visit meetings; prepare meeting minutes, document key discussions, and track action items to ensure timely follow-up and completion. Serve as the primary administrator and point of contact for the Board portal, providing technical support to the Executive Director and delivering training and ongoing assistance to Board members. Coordinate office operations, including vendor and host organization relationships, procurement of supplies and equipment, inventory management, and facility maintenance requests. Support the Grant Manager by coordinating grant requirement reminders, processing grant payments, and performing administrative activities that facilitate the effective execution of the grantmaking process. Data Management: Manages the donor and grantmaking databases as Philanthropy’s Data Leader and ensures that all data entered is accurate and follows philanthropic coding policies. Customer Relationship Management: Serves as a friendly first point of contact for inquiries in person, by phone, mail and on our virtual platforms. ABOUT YOU: You are the perfect blend of technical genius, data guru, strong oral and written communicator, and project task master. You love paying attention to details, finding ways to solve problems, improving processes, and making the workplace more efficient. You are flexible, adaptable, and able to pivot quickly to changing internal and external needs. You are an independent thinker with the maturity to weigh risks and outcomes. You give your all when at work. You understand the importance of and practice self-care and life-work balance. You believe life has a funny sense of humor. REQUIREMENTS: Bachelor’s degree in business, health care, or related field OR HS Diploma or equivalent Successful candidate must have at least 2 years of experience in data administration and/or nonprofit fundraising; along with knowledge of the principles of office management and office procedures. Must possess personal and professional values consistent with those of Pittsburgh Mercy, Trinity Health, and its sponsors. Must have strong working knowledge…

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