Administrative Assistant and Project Coordinator

About the Role

The Henry Ford is seeking an Advancement Administrative Assistant and Project Coordinator. This role offers an opportunity for an emerging fundraising professional to gain hands-on experience in a mission-driven Advancement department. The position supports the Senior Vice President and Chief Advancement Officer, Gift Officers, Administrative Services Teams, and Corporate and Donor Relations Teams, contributing to the department's efficiency and success. The role provides exposure to donor relations, stewardship, events, advancement operations, and philanthropic relationships. This is primarily an on-site position in Dearborn, Michigan, with some weekend and evening work required.

Key Responsibilities

• Provide administrative support to the Advancement Team.
• Manage the calendar, coordinate meetings, and plan travel for the Senior Vice President and Chief Advancement Officer and Directors of the Advancement Team.
• Act as primary liaison to the President's Office.
• Maintain the Senior Vice President's expense reports and process invoices.
• Serve as backup support for the Executive Assistant.
• Handle ad hoc requests for information from the Institutional Advancement Team and the President.
• Order office supplies and other office purchases.
• Prepare travel itineraries.
• Serve as backup for the general Development phone line.
• Attend and support event logistics for special stewardship events, donor breakfasts, lunches, and dinners, including welcoming donors/guests and entering RSVP details into the database.
• Coordinate outgoing correspondence for the Senior Vice President, such as stewardship letters.
• Provide administrative support to the General Donor Societies, Carver-Carson Society, and THF Drivers Club, including special events and donor requests.
• Provide administrative support for Edible Education Initiatives, including external relationships, event support, research, and CRM data.
• Provide support to the Corporate Partnerships teams with recaps and onsite activation.
• Work with the Senior Manager of Advancement Services and Annual Giving to ensure an efficient system for stewardship letters and other communication, and provide occasional research support.
• Merge, create, and print Donor Society Renewal notices daily and weekly.
• Support the external relations team with personal touches such as flowers and cards.
• Perform other duties as necessary.

Requirements & Tech Stack

• Proficiency with Microsoft Office applications.
• Experience with Raiser’s Edge or similar fundraising software is preferred.

Qualifications

• Bachelor’s degree in Communications, Business Management, Nonprofit Management, English, or a related field; or five years of relevant experience.
• Project management experience, including the ability to meet deadlines and support successful outcomes.
• Strong understanding of Development and Advancement practices.
• Ability to manage multiple priorities within demanding timeframes.
• Proven ability to build trust, collaborate effectively, and support change in a dynamic environment.
• High level of integrity, confidentiality, sound judgment, and emotional intelligence.
• Strong written, verbal, listening, interpersonal, and organizational skills.
• Commitment to The Henry Ford’s mission, values, service standards, and positive donor relations.
• Ability to work a flexible schedule, including evenings and weekends, to support special events.
• Positive, self-motivated team player comfortable working in a fast-paced environment.