Administrative Assistant in Fairfield, Iowa at Maharishi International University

ABOUT THE ROLE

The Administrative Assistant provides administrative, data, and operational support to the CEO and Development Leadership. The position helps maintain accurate donor and gift records, supports gift-processing and reporting activities, and assists with communications, mailings, events, and other Development Office operations.

Working with Development Leadership, Finance, and other university offices, the Administrative Assistant helps ensure donations and constituent information are recorded accurately, supporting documentation is organized, and inquiries and requests are handled promptly. The role requires sound judgment, attention to detail, and careful handling of confidential donor and institutional information.

MINIMUM QUALIFICATIONS

• Three to five years of related experience in administrative support, data processing, donor records, bookkeeping, or accounting.
• Strong written and verbal communication and interpersonal skills.
• Ability to organize and prioritize work, manage deadlines, and handle multiple requests.
• Strong attention to detail and ability to review information for accuracy, resolve routine discrepancies, and follow established procedures.
• Ability to maintain confidentiality and exercise sound judgment when handling donor and financial information.
• Proficiency with Microsoft Office applications, including Word and Excel.

PREFERRED QUALIFICATIONS

• Experience supporting executives, department leaders, or a Development or fundraising team.
• Experience maintaining donor, constituent, or financial records in a database or CRM.
• Familiarity with gift processing, online payment portals, bookkeeping, or donation reporting.
• Experience preparing correspondence, mailings, reports, or event materials.
• Familiarity with MIU’s mission, programs, and Development priorities.

RESPONSIBILITIES

ADMINISTRATIVE AND LEADERSHIP SUPPORT

• Provide administrative support to the CEO and Development Leadership, including organizing information, preparing correspondence and materials, coordinating schedules or meetings, and following up on assigned requests.
• Assist with mailings, events, proofreading, document preparation, and other Development Office activities.
• Manage and route requests received through the department’s email inbox and other channels; fulfill routine requests and refer questions to the appropriate staff member.
• Maintain organized and appropriately secured physical and electronic records.

DONOR RECORDS AND GIFT PROCESSING

• Enter, update, and maintain donor biographical, demographic, contact, and giving information in the University’s donor database.
• Review and process donations using established procedures, ensuring gift and donor information is accurate, gift designations are recorded appropriately, and supporting documentation is complete.
• Prepare donation acknowledgments and related correspondence using approved information and procedures.
• Assist with the maintenance and use of online payment portals, and coordinate routine data or processing questions with Development colleagues.

DATA REVIEW AND REPORTING

• Review donation and donor reports for accuracy, including donor information, fund allocation, pledge schedules, and payment records.
• Identify discrepancies, research routine data questions, and coordinate corrections with Development Leadership, Finance, or other appropriate offices.
• Prepare reports for Finance, Development Leadership, and other university stakeholders as requested.
• Support reconciliation and recordkeeping in accordance with university policies and procedures.

SERVICE AND CONFIDENTIALITY

• Respond to routine donor and colleague questions about donations and constituent records, referring complex or sensitive matters to the appropriate leader.
• Protect donor and institutional information and maintain the confidentiality and integrity of constituent records.
• Perform other related duties as assigned.

SKILLS

• Administrative support for executives and department leaders.
• Accurate data entry, database maintenance, and records organization.
• Gift-processing support, donation reporting, and basic financial record review.
• Strong organization, prioritization, follow-through, and attention to detail.
• Clear, professional communication and responsive service to donors and colleagues.
• Discretion and sound judgment when handling confidential donor and financial information.
• Proficiency with Microsoft Office and the ability to learn donor databases, CRM systems, and online payment portals.