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Job Number: 2170744

Administrative Assistant, Philanthropy

Location: Hybrid (2 days in physical Santa Rosa office/3 days remote)

Terrific Opportunity to work for a hub of philanthropy -- connecting people, ideas, and resources to benefit all who live and work in Sonoma County. We invest in the promise of Sonoma County by facilitating:

  • Connections: We partner with donors and professional advisors to build resources that create long-term philanthropic solutions.
  • Stewardship: We fulfill the charitable legacies of our donors by supporting a diverse cross-section of effective nonprofits.
  • Solutions: We convene individual leaders and support dynamic organizations to stimulate innovative ideas, foster collaborations, and strengthen community resilience.

Position Purpose:

The Administrative Assistant supports the mission by bolstering capacity of the Philanthropy and Communication Teams work with donors, prospective donors, legacy gift donors, professional financial advisors and other stakeholders. In this role, the Administrative Assistant for Philanthropy is responsible for providing a broad range of general clerical administrative activities and projects to support.

Primary Duties and Responsibilities:

  • Process and route daily mail and log gifts
  • Prepare and assist with external communication and mailings; performs mail merges, prepares gift acknowledgment, payout letters, and tribute letters
  • Support the Vice President, Senior Director for Philanthropy and Director of Communication, managing calendars and providing administrative support for recurring and special projects.
  • Supports and produces events in partnership with Philanthropy Team and Communication Director including securing venues and caterers, creating materials, tracking RSVPs, and execution of the events
  • Serve as a member of the administrative team providing periodic receptionist services including greeting visitors, answering incoming calls and directing calls with a friendly and positive demeanor
  • Create and modify documents using Microsoft Word, Excel, and PowerPoint
  • Support Philanthropic Advisors with data entry into databases and information systems; filing, and organizing physical and digital documentation
  • Prepare fundraising history reports and dashboards
  • Manage and facilitate year-end fundraising campaign and mailing, in collaboration with the office of the CEO
  • Compile, research, investigate, and write nonprofit community funding opportunities for internal donor website; track and post opportunities to online Giving Center
  • Collaborate with the Finance and Operations Team track gifts, retired funds and other relevant data.

    Skills and Qualifications Required to be Successful in Role:

  • At least two years of related non-profit or customer service experience (paid or unpaid)
  • 1-2 years' experience in event production experience is a plus (paid or unpaid)
  • Computer proficiency including strong Microsoft Office skills and an understanding of databases
  • Strong internal and external customer service ethic; personal warmth and sincerity
  • Positive, professional, team-oriented attitude
  • Excellent interpersonal skills and ability to work collaboratively and independently
  • Excellent writing, communication, and listening skills
  • Possesses professional integrity with the ability to work with highly confidential information
  • Strong organizational skills and attention to detail
  • Ability to multi-task, problem-solve, and meet deadlines in a fast-paced environment
  • Bachelors Degree or equivalent combo of education and experience a plus
  • English proficiency required; second language, especially in Spanish, would be beneficial

    Benefits: Excellent benefits

    Compensation: Compensation will depend on experience and qualifications.


About Nelson:

If you're looking for a new opportunity, the recruiting and staffing experts at Nelson can help. We work with companies of all types and sizes across all industries. We help people like you find exciting roles with employers ranging from Fortune 100, government, and nonprofit organizations to local businesses, industry leaders, and the most agile start-ups. The candidates we work with appreciate our responsive approach, genuine relationships, and exceptional service. With a commitment to transparency, authenticity, and credibility, we look forward to our jobs every day, and we're excited to help you find the job you've been looking for. Nelson is an EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services or any other classification protected by law.