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New position description for an Executive/Fundraising Assistant

Sailors for the Sea is a leading conservation organization that engages, educates, inspires and activates the sailing and boating community toward healing the ocean. We are a movement and pragmatic voice for action that offers boaters tangible opportunities to create a legacy and make a difference.

Reporting to the President, and serving as an integral member of the team, the Executive/ Fundraising Assistant ensures the efficient day-to-day operation of the office, and supports the work of management and other staff. 

Primary Duties and Responsibilities

Office administration

  • Use computer word processing, spreadsheet, and database software to prepare reports, 
memos, and documents
  • Sort incoming mail, faxes, and courier deliveries for distribution
  • Prepare and send outgoing faxes, mail, and courier parcels
  • Forward incoming general e-mails to the appropriate staff member
  • Purchase, receive and store the office supplies ensuring that basic supplies are always 
  • Code and file material according to the established procedures
  • Update and ensure the accuracy of the organization's databases
  • Back-up electronic files using proper procedures
  • Provide secretarial and administrative support to management and other staff
  • Make travel, meeting and other arrangements for staff
  • Coordinate the maintenance of office equipment

Assist with fundraising management

  • Prepare acknowledgement letters and other correspondence.
  • Maintain foundation, corporation and individual donor files.
  • Create monthly fundraising reports and other database reports as needed.
  • Continually update and correct database records.
  • Conduct preliminary research on prospective corporate foundation and individual donors.
  • Gather information for accounting to process donations
  • Coordinate productions and mailing of spring and year-end appeal letters.
  • Answer donor questions regarding giving options.
  • Maintain guest lists, gather and prepare registration materials and other duties as assigned for fund-raising events.
  • Assist Stewardship Director in with event planning for cultivation events and gala as needed.
  • Handle all administrative details associated with the Development Committee meetings (i.e. prepare and distribute notices, agendas, minutes, etc.).
  • Prepare media materials for distribution. (i.e. copying, filing, mailing, e-mailing)
  • Assemble media and donor kits for events and meetings.
  • Other duties as assigned by the Stewardship Director.

Provide Board support

  • With the President, prepare meeting agendas and supporting material for distribution
  • Ensure the timely distribution of material to the Board
  • Executive/Fundraising Assistant Position Description
  • Support the Board with meeting, travel and other arrangements
  • Draft minutes of Board meetings for review by the President
  • Create action list for management from board meetings


  • College degree required
  • Proficiency in the use of computer programs for:
  • Word processing
  • Databases
  • Spreadsheets
  • Bookkeeping
  • E-mail
  • Internet
  • Use of office equipment

Personal characteristics

  • Understands ethical behavior and business practices and ensures own behavior is consistent with these standards and align with the values of the organization.
  • Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience: 1-3 years experience in an office setting.
Benefits: Salary $40,000/year, health and dental insurance, 401K retirement plan, vacation/sick time. The position begins October 17, 2016.

Deadline to apply: Friday, September 9, 2016.
To apply please send cover letter and resume as a combined document in PDF format to resumes@sailorsforthesea.org.

Sailors for the Sea is an equal opportunity employer.