Administrative Assistant, Communications & Events

At San Diego Foundation, we value our diverse and experienced staff who are committed to our mission of improving the quality of life within all of San Diego’s communities. We strive to be an employer of choice, offering a competitive compensation package, and a professional and vibrant work environment for those who have a passion for our mission that is carried out every day by providing leadership for effective philanthropy and promoting community solutions.

San Diego Foundation seeks an experienced, mission driven Administrative Assistant to join the Marketing & Communications Team, who will be a vital contributor to the Foundation in many ways.  This position will work in coordination with the MarComm Team to provide administrative support for the MarCommTeam and assist with the planning, logistics, and execution of internal and external events and projects. This is a hybrid role with weekly onsite requirements at our San Diego Headquarter Office in Liberty Station.

Essential Responsibilities:

Marketing & Communications Team Administrative Support (50%)

• Provide day-to-day administrative support to the Marketing and Communications team.
• Coordinate projects and special assignments using Asana while collaborating cross departmentally, monitoring progress, and problem solving.
• Coordinate and schedule meetings and appointments within and outside the organization; prepare agendas and schedules for meetings; record and distribute minutes or other records for meetings.
• Prepare and edit correspondence, reports, and presentations.
• Produce information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Respond to and resolve administrative inquiries and questions including monitoring the Marketing and Communication team’s general email inbox, HappyFox ticketing system, and Asana project management system.
• Assist in drafting and proofreading internal and external communications.
• Support the distribution of newsletters, announcements, and digital content.
• Help maintain brand consistency across all communication materials.
• Coordinate with vendors and creative teams for collateral production.
• Maintain and manage inventory of SDF promotional items and place orders.
• Oversee and track department budget including check processing and credit card management, and maintain a system for recording expenses.
• Maintain virtual filing systems and databases.

Events Support & Coordination (50%)

• Provide organizational event support with both virtual and in-person events from planning to execution. Events may occur outside of traditional business hours; availability at night and on weekends is required.
• Lead the coordination and execution of logistical components for the San Diego Fundraising Conference, including registration processes, welcome bags, and other assigned areas
• Track RSVPs, manage guest lists, and provide on-site support as needed.
• Help evaluate event success through feedback and reporting.
• Maintain office and event supplies and coordinate maintenance of office and event equipment.
• Support division mailings including printing and stuffing envelopes.
• Lead event materials collection and name tag printing.
• Maintain and manage database contacts for outside partners including media, elected officials, and civic partners.
• Assist with event promotion, signage, and materials.
• Additional responsibilities as assigned by the Director, Events & Project Management

Requirements

• Minimum of 3 years administrative experience in a professional environment; nonprofit experience preferable.
• Passion for the work and mission of San Diego Foundation to inspire enduring philanthropy and enable community solutions to improve the quality of life in our region.
• Excellent organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a dynamic environment, successfully prioritize and manage multiple projects with competing changing priorities and meet deadlines.
• Proven track record in developing and utilizing administrative organizational systems with attention to detail, timeliness and record keeping.
• Experience providing superior customer service.
• Demonstrated experience with coordinating logistics of meetings and events including scheduling, planning and implementation.
• Demonstrated event planning coordination, including timelines, budgets, vendor relations, and on-site execution
• Self-motivated with a proactive approach to work; flexibility and strong interpersonal skills are essential.
• Proficiency with Microsoft Outlook, Word, and Excel; strong aptitude and experience with relational database entry and management as well as exporting and report generation.
• Asana, Microsoft Teams, Microsoft SharePoint experience highly preferred.
• Proven experience thriving in a fast-paced environment adapting to change as necessary.
• Work with and effectively manage information of a confidential nature requiring considerable discretion, judgment, tact, and diplomacy.
• Professional, positive attitude and demeanor to appropriately represent the organization with both internal and external partners.
• BlackBaud/RE/Database experience a plus.

Language Skills:

• Ability to read, write, and speak English fluently

Work Environment & Physical Demands:

• Professional, hybrid work environment in San Diego
• Fast-paced work with multi-level distractions
• Ability to sit for prolonged periods of time at meetings, desk, computer, driving
• Ability to sit at a desk and view a computer screen for up to two hours
• Ability to type using a computer keyboard
• Ability to speak into and use a telephone
• Prolonged periods of standing and being on your feet.
• Must be able to lift up to 20 pounds.

Benefits

• Salaried Non Exempt: $55,000.00 - $65,000.00 (San Diego Foundation is committed to practices that promote pay equity and transparency. Actual offers will be reflective of qualifications, skills and experience, internal equity, alignment with market data, among other relevant factors.) 
• Supportive, inclusive company culture; awarded Top Workplace by the San Diego Union Tribune 5 years in a row 
• Flexible 9/80 Alternative workweek schedule, with every other Friday off 
• Hybrid work environment with support for at home office setup 
• 100% Employer paid medical, vision, dental, life, AD&D and long-term disability premiums: 75% Employer-paid premiums for all dependents on your benefits 
• 403B Retirement plan match up to 4% + Annual discretionary contribution 
• Earned Incentive Program 
• 3 weeks of paid time off + 1 additional week off with pay in July for all staff 
• 4-week sabbatical for every 5 years of service 
• 13 paid holidays + 2 paid volunteer days off each year 
• Extended Health Care Time accruing at 2.77 hours per pay period to a cap of 480 hours: use for sick time, family care, and parental leave baby bonding 
• $100 monthly cell and internet reimbursement 
• $75 quarterly gym reimbursement 
• Donor Advised Fund contribution with no minimum and $600 annual match from the Foundation to a nonprofit of your choice 
• Annual service award $100 donation to nonprofit of your choice 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.