Development & Communications Administrative Assistant

POSITION SUMMARY:

This full-time position supports the work of a multi-branch YMCA, a leading nonprofit committed to strengthening the Midcoast Maine community through youth development, healthy living, and social responsibility. The Development & Communications Administrative Assistant plays a vital role in advancing our mission through administrative support, donor relations, communication initiatives, and event management. This role helps drive fundraising success, promote the Y’s impact, and strengthen community connections.

OUR CULTURE:

Our mission and core values are brought to life by our culture. At the Y, we strive to live our cause of strengthening community with purpose and intentionality every day.  We are:

• Welcoming: Open to all and a place where you can belong and grow.
• Genuine: We value and embrace your individuality.
• Hopeful: We believe in your potential.
• Nurturing: We support you in reaching your full potential.
• Determined: We work relentlessly to make our community stronger—starting with you.

ESSENTIAL FUNCTIONS:

Fundraising & Development Support

• Support the execution of fundraising campaigns, including annual giving, special events, capital campaigns, and endowment appeals.
• Manage donor database: process gifts, generate acknowledgments, track pledges, and ensure data accuracy.
• Coordinate donor communications, including direct mail and email campaigns.
• Conduct donor and sponsor prospect research.
• Assist in proposal writing and reporting for corporate and foundation support.
• Maintain donor confidentiality and data integrity.

Events Management

• Plan, coordinate, and execute a variety of internal and external events, including donor receptions, fundraising events, volunteer appreciation gatherings, and community outreach initiatives.
• Manage event logistics such as venue arrangements, catering, promotion, volunteer coordination, and registration.
• Collaborate with cross-functional teams to ensure seamless event delivery.
• Track event metrics and assist in post-event reporting and donor stewardship.

Communications & Marketing

• Assist in creating donor-focused newsletters, social media content, and promotional materials aligned with YMCA branding.
• Support content development for website updates, social media platforms, and email marketing.
• Work with vendors and internal staff to produce and distribute communications effectively.

Administrative Support

• Manage calendars, meeting logistics, and travel for the Development Team.
• Provide general administrative support for the Chief Philanthropy Officer and development initiatives.
• Respond to donor and community inquiries with professionalism and warmth.

Team Collaboration

• Work independently and collaboratively with development, communications, and executive staff.
• Positively engage with volunteers, donors, board members, and community partners.

YMCA COMPETENCIES (Organizational Leader):

• Values: Models and promotes YMCA core values.
• Philanthropy: Champions fundraising and donor engagement.
• Innovation: Brings creativity to problem solving and outreach