Administrative and CRM Manager

About the Organization 
Return to Freedom is a 501(c)3 nonprofit organization. As such, we depend on the kind and generous donations of people who care deeply about our nation’s equine heritage so that we may keep our wild horses and burros safe and cared for, as well as continue our invaluable work in protective legislation, conservation, and educational outreach. 

Position Overview 
We’re looking for a highly organized, detail-oriented, results-driven, tech-savvy professional to serve as the backbone of our operations. This multifaceted role combines office management, donor & marketing CRM management (primarily HubSpot), donor data stewardship, payroll processing, and high-level administrative support for the Executive Director and Deputy Executive Director. The ideal candidate thrives in a fast-paced small-team environment, enjoys wearing multiple hats, and is passionate about using systems and processes to amplify our mission.  This is an on-site role, 5 days a week.   

Key Responsibilities 

Oversee Donor Management & Bloomerang CRM  

• Serve as the primary systems administrator including Bloomerang, marketing automation, contact management, email campaigns, donation forms, and reporting

• Maintain and optimize donor database/CRM system(s) — ensure data accuracy, cleanliness, and integrity

• Supervise RTF’s Donor Operations Coordinator who manages donor records, gift processing support, acknowledgments, segmentation, and stewardship tracking

• Create regular and ad-hoc reports/dashboards on donor trends, campaign performance, retention, and fundraising metrics for leadership and development team

• Support fundraising team with list pulls, queries, event registrations, and donor communications

Payroll & Basic Finance Operations  

 Communication with Controller and HR 

• Process weekly TimeNet hour tracking and Payroll

• Serve as first point of contact for payroll-related employee questions

Executive Administrative Support  

• Provide calendar management, meeting coordination, travel arrangements, and expense tracking for leadership

• Handle confidential correspondence, donor/partner communications, and sensitive documents

• Manage all digital and hard copy files

• Coordinate internal team logistics (staff meetings, trainings, onboarding/offboarding)

General Operations & Other Duties  

• Maintain and improve operational systems, documentation, and internal processes

• Support compliance with nonprofit regulations, data privacy (donor data), and HR policies

• Assist with special projects, event logistics, and ad-hoc tasks as needed to keep the organization running smoothly

• Online store (fulfill and ship orders). Maintain Shopify, including merchandise management and inventory.

• Event and program support (from scheduling through program tracking)

• Point person for scheduling repairs and contractors as needed

Qualifications & Skills 

Required: 

• Outstanding organizational skills, attention to detail, and ability to manage multiple priorities

• Proactive, solution-focused personality

• 3+ years of relevant experience in nonprofit operations, CRM administration, administrative support, or similar role

• Strong proficiency with HubSpot/Bloomberg (Marketing Hub / CRM experience)

• Experience with donor management systems/CRM platforms (HubSpot, Salesforce, Boomerang, Little Green Light, etc.)

• Hands-on payroll processing experience (Gusto, ADP, QuickBooks Payroll, etc.)

• Excellent Microsoft Office/Google Workspace skills (Excel, PowerPoint, Word, Asana Project Management)

• High level of discretion and professionalism when handling confidential information

• Passion for nonprofit work and alignment with our mission

Preferred: 

• Bachelor’s degree in Nonprofit Management, Business, Communications, or related field

• Experience in small-to-mid-sized nonprofits (where staff often handle multiple roles)

• Familiarity with additional tools: QuickBooks, Google Workspace, Asana/Trello, Zoom, DocuSign

• Basic knowledge of nonprofit compliance (donor privacy, payroll taxes, 990 basics)

Personal Attributes 

• Proactive problem-solver who anticipates needs

• Comfortable asking questions and learning new systems

• Team player who enjoys supporting others’ success

• Calm under pressure with a positive, can-do attitude