Administrative Assistant - Fundraising & Finance

Fundraising Portland, Oregon


Full-time / Non-exempt / Portland, Oregon / United States

Unrestricted/Unsponsored U.S. work authorization is required

Starting salary, based on experience, is $38-41K

TO APPLY: Please upload an insightful cover letter along with your resume and requested application information.

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program / Department Summary

The mission of the Resource Development (RD) department is to advance the organization’s strategic goals and support our worldwide team by raising flexible funds, profile and influence. The RD team encompasses several dozen dynamic professionals who possess a wide range of skills. We are gift officers, direct response fundraisers, web developers, marketers and media relations strategists. We are database managers, digital specialists, creative designers, storytellers and teachers. Most of all, we are passionate about Mercy Corps’ mission and believe a better world is possible.

General Position Summary

The Administrative Assistant – Fundraising & Finance reviews RD expenses, including travel plans and accounts payable with the Finance department; assists the Senior Director with the annual budget process, distributes budget reports, and prepares monthly financial reports. Additionally, they maintain state registrations, provide administrative and telephone support to Donor Services, and cross train to process gifts with the Gift Processing Team.

Essential Job Responsibilities

  • Secure approvals for all RD-related expenses and obtain the proper signatures and back-up documentation for submission to Finance for payment; code and track expenses as needed.
  • Complete all necessary paperwork for annual state registrations and coordinate with Mercy Corps vendor to ensure that Mercy Corps remains in compliance and retains the right to fundraise in all states. Assist satellite offices with local registrations as needed.
  • Cross train with the Donor Services Team on phone calls; provide daily phone coverage. Up to 15% of time.
  • Assist all RD staff with financial policy and procedure compliance. Train new staff in policies and procedures. Liaise with Finance on behalf of RD staff.
  • Provide administrative support to RD, especially focused on meeting support such as arranging travel, scheduling, arranging catering, meeting set-up and break-down, and note-taking.
  • Assist RD team members in preparing consulting agreements and serve as RD point of contact with Finance/HR/Global Procurement and Legal team as needed for these agreements.
  • Serve as the RD Travel liaison, supporting travel arrangers and RD travelers as needed.
  • Other duties as assigned.

Knowledge and Experience

  • 2+ years professional administrative support experience required.
  • Proficiency with Microsoft Office Suite, with strong Excel skills.
  • Extremely detail oriented, organized and efficient, solutions and customer service focused.
  • Excellent problem solving and interpersonal skills.
  • Good written and spoken communication skills.
  • Excellent proofing skills, highly accurate and precise in complex multi-step processes.
  • Some experience or specific interest in learning about financial data and related analysis is beneficial.
  • Experience in a non-profit setting would be helpful.
  • A college degree in a related field may substitute for some work experience.

Success Factors

A successful candidate will be a versatile multi-tasker with the proven ability to organize and prioritize many urgent tasks, follow procedures, and meet deadlines.  They will be committed to getting it right every time, creating procedures and documentation to replicate success with complex processes repeatedly.  They will be interested in fundraising.  They will have a demonstrated ability to communicate effectively with team members of varied work styles, to work independently, and demonstrated flexibility and creativity in planning and problem solving. A proven ability to learn quickly, take initiative and be accountable for results are important as well as an ability to understand the larger picture while remaining focused on the details, an even temperament, a good sense of humor and an awareness of and sensitivity to multi-cultural international development work.

Living Conditions / Environmental Conditions

Position is based in Portland, Oregon at Mercy Corps Headquarters.

Our Commitments

Robust Team Member Benefits

  • Zero-premium health, dental and vision coverage for team member, spouse and dependents
  • 90% subsidized annual TriMet pass
  • 403(b) retirement savings account with a 6% employer contribution at 1 year

(Eligibility requirements may apply)

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities they serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Equity & Inclusion

At Mercy Corps, we believe that empowering people and fostering a diverse and inclusive environment where all feel equally respected and valued will help us create a secure, productive and just world. We are proud to be an equal opportunity employer and welcome applicants of all religions, ethnicities, citizenships, educational backgrounds, gender identities and expressions, sexual orientations, ages, socioeconomic statuses, disabilities, and veteran statuses.

Safeguarding & Ethics

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.