Advancement Team Seasonal Position Part Time Assistant / Paid Intern

Position Focus: Year-End Giving, Gala Support, and 100th Anniversary Campaign

Expected Part Time Hours: Flexible M-F

Position Summary

The Advancement Team Temporary Assistant / Intern will provide administrative, fundraising, donor engagement, and event support to the Advancement Team at Boys & Girls Clubs of Greater Tarrant County. This position will play an important role in supporting year-end fundraising initiatives, the annual Youth of the Year Gala, and activities associated with the organization’s 100th Anniversary Comprehensive Campaign.

The ideal candidate is organized, detail-oriented, resourceful, and comfortable managing multiple projects and deadlines. This role offers hands-on experience in nonprofit fundraising, donor relations, event planning, database management, and campaign coordination while contributing to an organization dedicated to helping young people reach their full potential.

Key Responsibilities

Fundraising and Donor Engagement

• Assist with auction item solicitation, donor and vendor follow-up, and tracking activities in the organization’s fundraising database, Greater Giving (GG).
• Photograph, log, organize, and write descriptions for auction items as donations are received.
• Support year-end fundraising initiatives, including potential phone-a-thon activities and vendor campaigns.
• Make thank-you calls to donors and prepare handwritten donor acknowledgment notes.
• Assist with the preparation, printing, assembly, and mailing of year-end tax acknowledgment letters.
• Coordinate holiday cards, including preparation, addressing, and mailing.
• Support the refinement and updating of fundraising and donor stewardship templates and procedures.

Gala and Special Event Support

• Provide administrative and logistical support for the Youth of the Year Gala and other Advancement events.
• Assist with gala committee coordination, including preparing meeting agendas, updating reports, and organizing supporting materials.
• Support event registration, setup, materials preparation, and post-event follow-up.
• Assist with printing, assembling, and organizing event-related materials.
• Help coordinate auction activities and maintain accurate records of event-related donations and deliverables. 

100th Anniversary Comprehensive Campaign

• Research, coordinate, and assist with ordering 100th Anniversary promotional items and branded merchandise.
• Assist with capturing and organizing stories, photographs, and other content celebrating the organization’s history and impact.
• Support the collection and organization of anniversary-related materials and documentation.
• Research preferred vendors, maintain resource lists, and assist with tracking relevant website domains and other campaign assets.
• Provide general administrative and project support for anniversary campaign activities.

Year-End Giving and Community Programs

• Assist with the Christmas for Kids program by matching children with donors, collecting wish lists, and preparing communications for participating donors and families.
• Help coordinate communications and tracking for multiple program cycles, as needed.
• Support other seasonal giving initiatives and donor engagement activities.

Grants and Foundation Support

• Assist with identifying and organizing potential foundation and grant opportunities for 2027.
• Help build and organize the 2027 grant calendar and supporting files in the team’s shared drive.
• Assist with maintaining prospect information, deadlines, reports, and documentation to support foundation fundraising.
• Support data entry and research related to grant and foundation opportunities.

Database, Digital Resources, and Administrative Support

• Enter and update donor, prospect, event, and fundraising information in the organization’s database.
• Update weekly reports and prepare materials for Advancement Team meetings.
• Organize and maintain digital files, photographs, Canva resources, and the Advancement Team’s shared drive.
• Assist with setting up and uploading content to the organization’s YouTube account.
• Provide scheduling and administrative support to the Chief Development Officer, including meeting coordination and document preparation.
• Assist with organizing office files, drawers, and storage areas, including identifying and cataloging historical materials.
• Support document retention and approved destruction procedures.
• Perform other administrative duties and special projects as assigned.

Qualifications and Skills

Minimum Requirements

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Professional, courteous, and confident interpersonal skills.
• Ability to manage multiple assignments, prioritize tasks, and meet deadlines.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
• Familiarity with Canva, databases, shared drives, and digital content platforms preferred.
• Ability to handle donor information and organizational records with discretion and confidentiality.
• Willingness to take initiative, solve problems, and work both independently and collaboratively.
• Interest in nonprofit management, fundraising, marketing, communications, or event planning preferred.

Education and work Experience

• College degree preferred