Advancement & Marketing Assistant

Job DescriptionJob DescriptionDepartment: Advancement & MarketingSalary: $20/hourSchedule: 35 hours/week, year-round, some evenings, weekends and holidays during the summer, flexible scheduleLocation: In-PersonReports To: Advancement & Stewardship Manager SummaryThe Advancement & Marketing Assistant is a foundational member of the team, supporting daily operations that power Lakeside’s fundraising and marketing efforts. This role works independently and collaboratively with supervisors, coworkers, interns and external departments.

This individual will interact regularly with donors, guests and community members while ensuring that all donations, records and communications are handled with precision and care. Serving as both the office's front-facing presence and the primary support for gift processing and data management, this role requires a high level of accuracy, organization, technology proficiency, professionalism and discretion.

Essential Duties and Responsibilities: (To include other duties as assigned)

Gift Processing & Data ManagementProcess and record all donations and pledges with a high degree of accuracy Maintain and update donor records in Raiser’s Edge Generate tax receipts and acknowledgment letters, and check for accuracyPrepare deposits and reconcile with finance in coordination with the Advancement Stewardship ManagerEnsure confidentiality and integrity of donor data Run reports and support audit preparationMaintain a high level of quality control and accountability with gift processing, data entry and reporting in Raiser’s Edge softwareFront Desk & Customer ServiceServe as the first point of contact for visitors and callers Provide welcoming, professional customer service Manage front desk inquiries, including taking accurate notes to effectively convey messages to staffAnswer questions and route inquiries appropriately and promptlyLiaison to donors with questions related to giving Administrative & Office SupportAssist with calendars, scheduling and internal coordination Process invoices and monthly credit card statements Support direct mail and communications projects Maintain an organized office, including inventory and ordering suppliesMaintain working knowledge of Lakeside programs and initiatives to effectively support guests and donorsComplete occasional errands and supply runs for the departmentSupport planning and execution of donor and community events Manage reservations and guest communications Assist with event setup, logistics and follow-up Coordinate donor recognition elements (plaques, memorials, etc.)Edit and update the policy and procedures manual related to the roleManage personal schedule and assigned tasks using Excel, Outlook or similar tools

The Ideal Candidate:Thrives in a fast-paced, detail-driven environmentEnjoys interacting with people while managing behind-the-scenes tasksPossesses exceptional attention to detail and accuracyMaintains strong organizational and time management skillsHandles financial data and sensitive information with discretionCommunicates professionally and warmly both in person and by phoneManages multiple tasks and meets deadlinesWorks independently and collaboratively with a high-level of self-motivation

This role is ideal for someone who enjoys detailed, behind-the-scenes work while also serving as a welcoming and professional presence for the Lakeside community.

Qualifications:Associate degree in business, accounting or related field preferredExperience in data entry, bookkeeping or administrative support strongly preferred Proficient in Microsoft Office (Excel, Word, Outlook) with emphasis on Excel data managementComfortable learning and navigating database systems and internal softwareExperience using Raiser’s Edge or similar software strongly preferred

Schedule Expectations:This position is 35 hours per week, year-round. Because it serves as administrative support for the Advancement & Marketing office, this role is expected to work in person. This role requires flexibility, including some evenings, weekends and summer holidays.Lakeside Chautauqua is an equal opportunity employer.