Advancement Assistant

MedWish International


Reporting to the Director of Development, the Advancement Assistant (AA) is responsible for all administrative aspects of development and financial activities. The AA plays an important role by providing administrative support to the Advancement and Financial teams, participating in all fundraising activities including donor relations, direct mail appeals, and special events. The Advancement Assistant has a diverse knowledge of the organization and handles a wide variety of issues.

RESPONSIBILITIES: (The following are not designed to contain or be interpreted as an exhaustive list of all duties or responsibilities required of the employee assigned to this job. Management retains the discretion to add to or change the duties of this position at any time.)

Advancement and Financial Administration

Process donations and prepare acknowledgement letters and other correspondences.
Maintain foundation, corporation, and individual donor files.
Create monthly financial reports, fundraising reports, and other database reports as needed.
Conduct a month end reconciliation between the donor database and the financial records to ensure accuracy.
Continually update and correct database records.
Conduct preliminary research on prospective corporate foundation and individual donors.
Compile mailing lists for events and the spring and year-end appeal letters.
Track in-kind donations in the database and keep a file for each donor.
Answer donor questions regarding tax deductions.
Prepare in-kind thank you letters for non-medical supply donations.
Prepare deposits each week and at month end.
Keep track of Accounts Receivable and outstanding invoices for payment.
Performance measurements in this area will include:

Number of donations processed and acknowledged within 24 to 48 hours.
Success in maintaining accuracy of database records.
Accuracy of fundraising reports.
Success in maintaining donor hard copy files.
Event and Meeting Coordination and Support

Maintain guest lists, gather and prepare registration materials for special events and meetings, and conduct registration at certain events and meetings.
Research, set up meetings, and coordinating vendors on-site for events.
Issue invoices for pledge donations and gifts.
Issue post event thank you letters and follow up responses.
Set up the conference room for special events and meetings, including making sure it is tidy before and after, arranging for needed food or beverages, setting out materials, coordinating with guests, etc.
Greet guests upon arrival.
Arrange meetings for the Executive Director and Associate Executive Director as requested.     Communicate with venues for meetings and reserve appropriate spaces.
Take the meeting minutes at MedWish staff meetings.
Prepare general meeting materials as requested.
Reach out to community businesses to help secure auction items for special events.
General Administration

Prepare media materials for distribution. (i.e. copying, filing, mailing, e-mailing)
Assemble donor kits for events, meetings, and outreach.
Complete/maintain paperwork for appropriate charitable solicitation.
Maintain and serve as the primary contact for the general email for MedWish,
Respond to all general requests and inquiries about MedWish, via phone, email or in writing, within three business days.
Provide support to the Executive Director and Associate Executive Director as needed/requested.
Process inbound and outbound mail.
Process supply requests from staff and place orders through Staples, or other retailers when not available at Staples or less expensive elsewhere.
General MedWish Responsibilities

Conduct tours as needed.
Assist with facility maintenance and cleaning needs as requested.
Exhibit conduct that reflects MedWish’s core values.
Assist with mission critical projects, including preparation for special events, such as the annual Gala, clerical projects, and inventory audit.
Responsible to conduct the monthly Safety Audit at least once per year.
Follow MedWish’s health and safety protocols and standards, and promote a safe and productive work environment for all staff, volunteers, and visitors.

Associate’s or bachelor’s degree. Preferred fields include business, communications, non-profit management, public health.
A minimum of three years’ experience in an administrative position, preferably in a not-for-profit development office.
Proficiency in Microsoft Word, Excel and PowerPoint Database management experience.
Excellent verbal and written communications skills
Ability to present information concisely and effectively, both verbally and in writing
Ability to organize and prioritize work
Ability to work independently with little supervision
Excellent interpersonal skills
Willingness and ability to pay attention to detail
Ability to work with diverse stakeholder populations
Outgoing and patient demeanor
Strong computer skills (Email, Internet Research, Microsoft Office applications)
Must pass a background check and drug screen

Must be able to sit, stand, and see on a constant basis
Must be able to walk, write, and type on a frequent basis
Must be able to bend, carry, reach, push, and pull on an occasional basis
Ability to lift up to 40 pounds
Ability to work on your feet for an extended amount of time (5-6 hours per day)
Ability to succeed in a fast-paced, non-traditional work environment
Ability to work in diverse climates, both hot and cold
JOB TYPE: Hourly, Non-Exempt

SCHEDULE: 20 hours per week | Hours to be completed Tuesday-Friday between 9am-5pm in 5 hour shifts

To apply, please email your resume, cover letter, and completed MedWish application to

To apply for this job please visit