POSITION SUMMARY

The Administrative Assistant provides administrative, organizational, and operational support to help maintain a productive, well-coordinated, and welcoming office environment. This position supports daily office functions, coordinates administrative activities, and assists with data-related tasks that advance the work of the organization. The role also supports the planning, coordination, and execution of Foundation events, with a focus on meaningful donor engagement and a high-quality experience for all participants. Success in this position requires initiative, flexibility, sound judgment, strong interpersonal skills, and exceptional attention to detail. The Administrative Assistant must be able to work with minimal supervision, manage multiple and sometimes competing priorities, anticipate and resolve problems, and keep supervisors informed of project status and emerging needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage daily office operations, including overseeing clerical tasks such as filing, data entry, and document proofreading to ensure accuracy and organization. Greet visitors, handle multi-line phone system with professionalism, and direct calls efficiently using phone etiquette and maintaining a friendly professional demeanor. Utilize productivity software such as Microsoft Office (Word, Excel, Outlook, Planner) to create reports, spreadsheets, and correspondence that support business needs. Coordinate calendar management for executives and team members, scheduling meetings and appointments with attention to detail and time management. Oversee office management duties including organizing files and maintaining office supplies inventory. Coordinate ongoing maintenance of office property and oversee repairs when necessary, by submitting work orders to the FSU physical plant staff. Assist with preparing and sending routine correspondence, donor stewardship mailings, reports, spreadsheets, prospect summaries, board materials. Handle sensitive and confidential information in accordance with company policies and applicable laws and maintain discretion and confidentiality in relationships with all constituents. Coordinate stewardship and follow-up communications with donors. Acts as a liaison and specialist to development personnel to provide cultivation and stewardship assistance to individual donors and prospects. Responsible for planning and execution of Foundation donor and campaign related events. Manage all event logistics, including venue selection, vendor coordination, budgets, timelines, and run-of-show documents. Oversee event communications, invitations, RSVP tracking, and attendee management. Participate in appropriate college and foundation events.

QUALIFICATIONS, KNOWLEDGE, SKILLS

Associate's degree in business, management, or related field, required or equivalent combination of education and experience. Two years of experience in an event planning role Strong interpersonal communication skills. Strong organizational skills. Ability to manage multiple priorities, meet deadlines, and work collaboratively across teams. Strong attention to detail and problem-solving ability. Ability to work occasional evenings and weekends for events. Proficiency with Microsoft Office; experience with donor databases a plus. Able to work professionally with volunteer Board of Directors, University Administrators, Staff and Faculty.

ADA SPECIFICATIONS

May be required to use the computer screen for extensive periods of time. Occasional lifting of 15 to 20 lbs. Extended working hours and travel may be necessary.

Benefits:

401(k) Health insurance Paid time off

Work Location:

In person