Job Description

Department: Philanthropy

Reports to: Sr. Philanthropy Services Analyst

Hours: Part-time (20-25 hours per week)

Location: Hybrid or remote (can be either fully remote or hybrid depending on candidate preference)

Pay: $25 per hour (hourly position)

The Philanthropy Assistant provides essential administrative, donor gift, and data management support to the fundraising team, ensuring smooth day-to-day operations and accurate donor records. This detail-oriented role is responsible for supporting fundraising systems and donor communications, managing formal gift acknowledgements, maintaining high standards of data integrity, leading the Philanthropy team calendar and scheduling, and assisting with gift entry reconciliation. The Assistant plays a vital role in enabling meaningful donor relationships and advancing the organization's philanthropic efforts.

Key Duties + Responsibilities

Administrative Support

• Oversee calendar management for the Philanthropy department, maintaining team schedules and shared calendars, scheduling donor and other external meetings, preparing meeting materials, and coordinating internal deadlines.
• Assist with donor correspondence, including formal acknowledgments and receipts, mailings, and stewardship materials.
• Support planning and logistics for Philanthropy events (primarily virtual) and projects as needed.
• Maintain files and documentation for the department.
• Management team invoices and payment processing for vendors.
• Manage supply ordering, including mailing and gifting supplies.

Data Management & Gift Processing

• After gifts are processed by Finance, finalize all data entry (attachments, notes, etc.) and ensure proper gift coding and documentation.
• Maintain and update donor records in Salesforce for accuracy and completeness.
• Run standard and ad hoc reports to support fundraising, stewardship, and planning needs.
• Support data clean-up projects, list management, and segmentation.
• Support reconciliation of gifts with Finance staff as needed.
• Ensure adherence to data management best practices, confidentiality standards, and gift acceptance policies.
• Help maintain procedure documentation and administrative workflows

Team & Project Support

• Support frontline fundraisers and leadership with research, tracking, and preparation for donor meetings as needed.
• Assist with acknowledgments and reporting for grants and sponsorships as assigned.
• Contribute to special projects that support the overall effectiveness of the philanthropy team.

Qualifications

Required

This position requires maintaining World Learning-issued printing and mailing equipment and supplies in a secure home workspace; all equipment and supplies will be provided by the organization.

• 2+ years of administrative or data support experience, preferably in a nonprofit or fundraising environment.
• Strong attention to detail and commitment to data accuracy.
• Proficiency with databases, spreadsheets, and standard office software.
• Excellent organizational and time management skills.
• Ability to handle confidential information with discretion.

Preferred

• Experience with donor databases or CRMs (e.g., Raiser's Edge, Salesforce, DonorPerfect, or similar).
• Familiarity with gift processing and acknowledgment best practices.
• Experience supporting a development or advancement team.

Core Competencies

• Highly organized and detail-oriented
• Dependable and process-driven
• Collaborative and service-minded
• Clear written and verbal communication skills
• Comfortable managing multiple tasks and deadlines

Benefits

World Learning provides a comprehensive and competitive benefits package that includes: medical, dental, vision, FSA/HRA, Life/AD&D, Short Term/Long Term Disability, EAP, Parking and Transit, 403 (b) retirement plan for full-time and eligibile part-time employees.

The World Learning Inc. Family

For more than 90 years, World Learning Inc. is a thriving global organization made up of The Experiment in International Living, the nation's most experienced provider of international education through exchanges for high school students; School for International Training, offering accredited undergraduate study abroad programs through SIT Study Abroad and internationally focused master's degrees through SIT Graduate Institute; and World Learning, a global development and exchange nonprofit organization.

World Learning | worldlearning.org

World Learning has worked to create a more sustainable, peaceful, and just world. World Learning's education, development, and exchange programs help people find their voices, connect with their communities, strengthen the institutions that form the backbone of a democratic society, and build relationships across cultures. With World Learning's support, these emerging leaders tackle critical global issues like poverty, conflict, and inequality.

The Experiment in International Living | experiment.org

The Experiment in International Living is the nation's most experienced provider of international education through exchanges for high school students. For more than 90 years, The Experiment has empowered young people to step off the beaten path, experience the world as a classroom, immerse themselves fully in another culture, and build the knowledge and skills needed to confront critical global issues.

SIT | sit.edu

School for International Training (SIT) was founded in the early 1960s as a training center for the first Peace Corps volunteers. For nearly 60 years, SIT has prepared students to be effective changemakers and global citizens through experiential education focused on the world's most critical global issues. SIT Study Abroad offers accredited summer and semester undergraduate programs in Africa, Asia and the Pacific, Europe, Latin America, and the Middle East, as well as comparative programs on multiple continents. SIT Graduate Institute offers global and hybrid certificates, master's, and doctoral degrees.