Donor Services & Office Assistant

Job description

Greater Good Charities is a 501(c)(3) global nonprofit organization that works to help people, pets, and the planet by mobilizing in response to need and amplifying the good. To date, we have provided over $1B in aid, expertise, and funding in 121 countries in support of this mission. Position Overview: Greater Good Charities seeks a detail-oriented and dependable Donor Services & Office Assistant to provide in-office operational and administrative support to the Growth team from our Seattle location. This part-time role is essential to the accuracy and integrity of the organization’s gift records and donor data — ensuring that incoming gifts are processed correctly and on time, physical mail is received and routed promptly, and the Growth team has the operational support it needs to focus on donor relationships. This is an in-office position requiring regular presence at the Seattle office. It is well-suited for someone with strong attention to detail, comfort with data and administrative systems, and an interest in the work of a mission-driven organization. Key Responsibilities: Receive, sort, and process incoming mail at the Seattle office on a regular and timely basis; route gift checks, correspondence, and other fundraising-related materials to the appropriate team members. Maintain the Weekly Donations Tracking Log, accurately recording all incoming large check, DAF (donor-advised fund), ACH, and other non-online gift activity for reconciliation with Finance and the fundraising teams. Process incoming gifts by entering gift and pledge data into HubSpot CRM in accordance with established coding, fund attribution, and campaign standards; ensure all records are complete, accurate, and submitted within required turnaround windows. Prior to creating new contact, household, organization, DAF, or foundation records in HubSpot, cross-check against existing records to prevent duplicates; follow established naming conventions and data entry protocols at all times. Verify and validate soft credit links to the appropriate contacts and households during gift entry; flag discrepancies or data integrity questions to the Director of Major Gifts for resolution. Generate and distribute gift receipts and acknowledgment letters within established turnaround standards; coordinate with gift officers when donor communications require personalized or higher-touch follow-up. Assist with routine donor record maintenance, including address updates, email corrections, and other contact information changes as directed. Support the fundraising teams with general administrative tasks, including filing, document preparation, supply management, and other office support as needed. Communicate proactively with the Director of Major Gifts and fundraising staff regarding incoming gifts, urgent correspondence, or data questions requiring timely attention. Other duties as assigned. Minimum Education/Experience: High school diploma or equivalent required; associate or bachelor’s degree preferred. 1–2 years of administrative, data entry, or office support experience; nonprofit or development office experience a plus. High level of accuracy and attention to detail; ability to follow established protocols consistently and flag exceptions appropriately rather than resolve them independently. Comfort with CRM systems and data entry; prior experience with HubSpot or similar nonprofit CRM preferred but not required. Proficiency in Microsoft Office (Word, Excel, Outlook). Familiarity with basic gift processing terminology (pledges, soft credits, DAF, ACH) preferred; willingness to learn required. Reliable, self-directed, and able to manage recurring responsibilities with minimal supervision. Discretion to handle confidential donor information with professionalism. Commitment to the mission of Greater Good Charities. Working Environment: This is a part-time, hourly, in-office position based at Greater Good Charities’ Seattle, Washington office. Regular in-office presence is required. Hours are 25–29 per week, scheduled within standard business hours (9am – 5pm) Monday – Friday. Benefits: Part-time employees are eligible for sick leave and paid holidays in accordance with Washington State requirements and Greater Good Charities policies.