Note: The job is a remote job and is open to candidates in USA. Penn State University is seeking an Administrative Assistant to support Four Diamonds in its mission to conquer childhood cancer. The role involves providing executive-level administrative support, managing communications, and coordinating meetings and events to aid in fundraising efforts.
Responsibilities
- Executive-Level Administrative Support (Calendars, Travel, Budgets, Operations) Includes tasks related to managing the daily operations and core administrative support for the Executive Director and the Four Diamonds team
- Managing calendars and tickler files
- Reviewing incoming mail and determining next steps
- Making travel arrangements and preparing travel documents
- Reconciling expenses and producing expense reports
- Maintaining budgets and processing financial transactions
- Managing office supplies, equipment, and facility needs
- Coordinating the processing of financial and human resources forms and system input
- Coordinating a wide variety of special projects to support development results
- Performing non-routine administrative duties and proxy responsibilities
- Analyzing administrative operating practices and making process/procedures recommendations for improvement
- Communications & Correspondence Includes written and verbal communication responsibilities, internal and external
- Communicate with internal and external customers and management to exchange information, resolve complex issues or concerns, and appropriately route inbound inquiries
- Drafting, editing, and proofreading correspondence
- Managing email and letter communications
- Composing, reviewing, and distributing communications
- Preparing presentations, reports, summaries, and talking points
- Advisory Board Support
- Coordinate, prioritize, and maintain schedule and calendar of meetings
- Arrange logistical details of meetings
- Prepare agendas, assemble and distribute meeting materials, and record and distribute executive minutes
- Draft, plan and distribute communications to members on behalf of the Executive Director
- Meeting & Event Coordination Covers preparation, logistics, and support for meetings, events, and official functions
- Scheduling and logistically preparing for internal and external meetings, events, and official functions, to include meetings for donors, the Four Diamonds team, and the Four Diamonds Advisory Board
- Anticipating needs, preparing agendas, and organizing materials
- Supporting event preparation, execution, and follow-up, to include THON and Mini-THON Leadership Summit
- Assisting with mailings and event-related tasks
- Prospect & Donor Management Support Supports the Executive Director’s work in Peer-to-Peer, major gift, and corporate giving
- Managing goal-setting documentation and tracking
- Entering contact reports and proposals into the database
- Drafting follow-up communications and stewardship materials
- Executing mail merges for digital and print donor communications
- Data, Reporting & Research Focuses on database input, research, and analysis
- Updating database records
- Entering solicitation requests and guidelines
- Conducting donor, alumni, and prospect research
Skills
- Prior experience supporting senior-level executives in a complex, fast-paced organization, preferably within higher education, healthcare, law, or a nonprofit fundraising environment
- Demonstrated ability to understand and set priorities, manage details and deadlines, employ critical thinking skills, and work on multiple projects simultaneously
- Professionalism in dealing with the public, exhibiting good judgment, and exemplary interpersonal, writing and communication skills
- Experience working with CRM or fundraising databases (e.g., Raiser's Edge, Salesforce, or similar), including data entry, reporting, and donor record maintenance, and Office 365 (MS Word, Excel, PowerPoint, Outlook, and Teams)
- The ability to create and support an inclusive and respectful environment for all students and colleagues
- Demonstrated ability to manage multiple competing priorities, confidential information, and complex calendars with a high degree of professionalism and discretion
- Experience with budget management, expense reconciliation, and financial transaction processing
- A strong background in meeting and event coordination, including logistics, preparation of materials, and follow-up activities
- A proven ability to self-motivate and work both independently and as part of a team
- A commitment to professional development, learning, and being mentored
- Candidates must submit a resume and a cover letter
- If filled as Administrative Assistant - Senior Support, this position requires: Associate Degree, 4+ years of relevant experience; or an equivalent combination of education and experience accepted
- If filled as Administrative Assistant - Intermediate Support, this position requires: General Equivalency Diploma (GED) or High School (HS), 2+ years of relevant experience
Benefits
- Comprehensive medical, dental, and vision coverage
- Robust retirement plans
- Substantial paid time off which includes holidays, vacation and sick time
- Generous 75% tuition discount, available to employees as well as eligible spouses and children
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