Development Administrative Assistant

Description

Turn Your Passion for the Outdoors into a Career

ABOUT US

Do you come alive on the trail? Love hiking, birdwatching, camping, or simply spending your days surrounded by nature? If the idea of wearing hiking boots to work, spotting wildlife during your lunch break, and being part of a collaborative, mission-driven team excites you, then Boyce Thompson Arboretum may be the perfect place for you.

Founded in 1924 by mining pioneer William Boyce Thompson, Boyce Thompson Arboretum is Arizona's oldest and largest botanical garden. Situated on 374 breathtaking acres at the base of Picket Post Mountain and bordering the Tonto National Forest in Superior, Arizona, the Arboretum offers a truly unique work environment unlike any other.

Our living collection showcases extraordinary plants from the world's deserts and arid regions alongside the native beauty of the Sonoran Desert. Every day brings opportunities to experience nature firsthand, with miles of scenic trails, spectacular mountain views, and abundant wildlife throughout the grounds. It's not unusual to encounter javelina, bobcats, roadrunners, hummingbirds, and a variety of native and migratory birds while working and exploring the Arboretum.

As an independent nonprofit organization, we're united by a shared passion for conservation, education, horticulture, and creating meaningful experiences for our visitors. We value teamwork, stewardship, curiosity, and a deep appreciation for the natural world.

Located just 30 minutes from Mesa and one hour from downtown Phoenix, Boyce Thompson Arboretum offers the opportunity to build a rewarding career while enjoying the beauty, adventure, and tranquility of the Arizona outdoors.

If you're looking for more than just a job—and want to be part of a community that inspires connection with nature every day—we'd love to hear from you.

JOB SUMMARY

As part of Boyce Thompson Arboretum’s Development Team, the Development and Membership Administrative Assistant is critical to the team’s success in delivering exceptional donor and member experience throughout the organization. He or She will be responsible for providing essential administrative, operational, and data support to the Development team, with a strong focus on membership and donor processes. This role ensures the smooth day-to-day functioning of development and membership activities through accurate recordkeeping, timely communications, and efficient coordination. This position is highly detail-oriented and plays a critical role in supporting donor stewardship, membership operations, and overall team effectiveness.

DUTIES AND RESPONSIBILITIES

• Support administrative operations in support of the development team including the Director of Development, Development and Membership Officer, and Membership Coordinator. This includes managing calendars, schedules, and coordinating donor events and outreach as needed.
• Acts as primary CRM data-entry administrative support including adequate recordkeeping in Altru and Virtuous, tracking donor engagement, moves management reporting, grant writing reports, scheduling and communications calendars. 
• Monitors and addresses support emails and the Development phone line and responds to donor and member call inquiries. Provides high level customer service in all interactions.
• Manage different and often conflicting schedules, projects and/or activities.
• Plans, organizes and provides administrative support for a variety of confidential correspondence, presentations and communications.
• Supports the stewardship process to ensure accurate and timely donor communications both in digital and in print format.
• Maintain Standard Operating Procedures (SOPs) and gift agreement procedures for the department
• Prepare materials for donor meetings, tours, reports, and presentations as needed
• Support development and membership engagement events including coordination and logistics.
• Provides planning, organization, and administrative support for special projects/assignments.
• Assist with Board Committees and taking minutes as needed.
• Work Collaboratively with the Executive Assistant to plan and implement Board meetings and Board activities.
• Provides assistance to the Membership Department as needed, including onsite events, donor tours and membership program support. This could include assisting with Visitor Center interactions.
• Represent Boyce Thompson Arboretum in the community, as needed, and adhere to Associate of Fundraising Professionals Code of Ethical Standards. Maintain confidentiality in all aspects of the Development Department work.

Requirements

EDUCATION AND EXPERIENCE

• Associates degree in Office Administration; at least 1+ year of experience in office administration, or related field.  
• Experience with fundraising special events  
• Experience in membership services within a nonprofit.
• Experience with donor databases, Altru, Blackbaud, Virtuous preferred  
• Experience in creating digital communications and graphic design in Canva or Constant Contact is a plus!

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of fundraising and prospect management databases 
• Experience with administration of membership or donor program in a nonprofit organization.
• Excellent written and verbal communication skills
• Has the desire to build external relationships. 
• A self-starter, goal-oriented, adaptable
• Possesses excellent written and verbal communication skills
• Works well alone and as part of a team. Demonstrates professional equanimity and composure.
• Able to work flexible hours including occasional nights, holidays, and weekends. 

PHYSICAL REQUIREMENTS

The physical abilities and work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Majority of the work associated with this position is primarily performed in an office environment and requires the ability to operate standard office equipment and keyboards.   
• Ability to communicate with fellow staff, applicants, stakeholders, visitors, and donors. Communication will include one-to-one, small, and large group communication. Communications need to be in English. Communication means both written and oral communication. 
• Ability to work in a sedentary position for up to 8 hours at a time.   
• Must occasionally be able to work on weekends, evenings, and holidays.  
• Ability to lift 10 pounds. During special events activities, may be required to lift up to 50 pounds with assistance.  
• Must have the ability to walk short distances and move throughout the arboretum office and grounds, occasionally traverse uneven terrain and hiking conditions, and perform repetitive movement of the wrists, hands, and/or fingers.  
• Fully functional vision is required to perform essential duties of the position (prescription lenses are acceptable).