Development Administrative Coordinator

A.M. Crawford, Inc. (AMC) is dedicated to supporting non-profits in their transformative work. They are seeking a Development Administrative Coordinator (DAC) to provide administrative assistance, manage projects, and support client engagement, while also capturing and organizing institutional knowledge.

Responsibilities

• Manage and maintain deadline calendars and schedule deadline-associated tasks for client deliverables and internal workflows
• Coordinate meetings for clients and internal teams, including preparing materials, collecting information, taking notes or minutes as needed, and tracking follow-up actions
• Perform general office and administrative duties, including communicating in a clear and professional manner, organizing and responding to information requests, and ordering office supplies
• Manage timely email and instant messaging correspondence; organize, prioritize, and respond to incoming communications to support efficient operations
• Maintain efficient, well-organized filing systems (i.e., paper and electronic), ensuring records are accurate, accessible, and up to date across platforms such as Google Drive
• Track all hours and projects accurately in Asana and Harvest in accordance with company policies
• Communicate professionally and effectively with the CEO, COO, staff, consultants, and clients as needed
• Maintain confidentiality of all client and company information at all times
• Assist in the preparation of grant proposals, ensuring accuracy, completeness, and adherence to funder guidelines
• Track and maintain records of all grant applications, including deadlines, requirements, submissions, reporting obligations, and outcomes
• Proofread, format, and prepare professional documents and proposals using Microsoft Office, Google Workspace, and other relevant software platforms
• Collaborate with AMC staff to research and identify potential funding opportunities, including foundation grants and other institutional sources
• Research and maintain information from foundation and grant databases to support client fundraising strategies and proposal development
• Support AMC’s organizational knowledge management efforts by ensuring key information, processes, and institutional knowledge are documented, organized, and accessible
• Organize, label, and maintain internal knowledge assets, including Meeting recordings and transcripts (including Gemini-generated transcripts), Research libraries, reference materials, and internal documentation, Knowledge repositories and workspaces housed in tools such as NotebookLM
• Setup, maintain, and refine internal AI tools and workspaces, including custom GPTs and other AI-enabled knowledge systems used by the team
• Experiment with AI and automation tools (e.g., ChatGPT, Gemini, NotebookLM, and similar platforms) to improve administrative workflows, documentation, research, and internal efficiency
• Proactively bring ideas for how AI and digital tools can support fundraising activities, operations, and internal learning, and assist with testing and implementing approved improvements
• Provide clerical, project coordination, and administrative support as needed
• Perform other duties as determined by the supervisor

Skills

• Prior professional experience in a non-profit fundraising or federal grants and contracts business development role
• Strong organizational skills
• Attention to detail
• Ability to learn grant writing systems and requirements quickly
• Manage and maintain deadline calendars and schedule deadline-associated tasks for client deliverables and internal workflows
• Coordinate meetings for clients and internal teams, including preparing materials, collecting information, taking notes or minutes as needed, and tracking follow-up actions
• Perform general office and administrative duties, including communicating in a clear and professional manner, organizing and responding to information requests, and ordering office supplies
• Manage timely email and instant messaging correspondence; organize, prioritize, and respond to incoming communications to support efficient operations
• Maintain efficient, well-organized filing systems (i.e., paper and electronic), ensuring records are accurate, accessible, and up to date across platforms such as Google Drive
• Track all hours and projects accurately in Asana and Harvest in accordance with company policies
• Communicate professionally and effectively with the CEO, COO, staff, consultants, and clients as needed
• Maintain confidentiality of all client and company information at all times
• Assist in the preparation of grant proposals, ensuring accuracy, completeness, and adherence to funder guidelines
• Track and maintain records of all grant applications, including deadlines, requirements, submissions, reporting obligations, and outcomes
• Proofread, format, and prepare professional documents and proposals using Microsoft Office, Google Workspace, and other relevant software platforms
• Collaborate with AMC staff to research and identify potential funding opportunities, including foundation grants and other institutional sources
• Research and maintain information from foundation and grant databases to support client fundraising strategies and proposal development
• Support AMC's organizational knowledge management efforts by ensuring key information, processes, and institutional knowledge are documented, organized, and accessible
• Organize, label, and maintain internal knowledge assets, including meeting recordings and transcripts, research libraries, reference materials, and internal documentation
• Setup, maintain, and refine internal AI tools and workspaces, including custom GPTs and other AI-enabled knowledge systems used by the team
• Experiment with AI and automation tools to improve administrative workflows, documentation, research, and internal efficiency
• Proactively bring ideas for how AI and digital tools can support fundraising activities, operations, and internal learning
• Provide clerical, project coordination, and administrative support as needed
• Perform other duties as determined by the supervisor
• Demonstrate strong organizational and administrative skills, including the ability to manage multiple tasks, prioritize work, and meet deadlines
• Possess clear, professional written and verbal communication skills and strong interpersonal abilities
• Plan, execute, and monitor tasks and projects to successful completion, ensuring deadlines and requirements are met
• Have strong research skills and can gather, organize, and synthesize information from a variety of sources to support administrative and client-facing work
• Proficient with AMC's and clients' software platforms (including Microsoft Office Suite, Google Workspace, ChatGPT, Gemini, and similar tools) and able to learn new systems quickly
• Demonstrate curiosity about and adaptability to AI and digital productivity tools
• Familiarity with the proposal lifecycle (i.e., from opportunity identification through to post-submission management)
• Familiarity with non-profit fundraising databases (e.g., Candid, Instrumentl, etc.)
• Familiarity with federal awards management processes (including from USAID, the Department of Labor, and other agencies)

Benefits

• $1,000 per month Bay Area stipend
• Schedule: Monday–Friday, 8:30 AM – 5:00 PM (three or more days per week in the office with up to two remote days as approved); on occasion, additional in-office or remote workdays may be required based on project or organizational needs.

Company Overview