Administrative Assistant, Philanthropy & External Relations
On-site · West Palm Beach, Florida, United States
Job Summary
Administrative Assistant provides comprehensive support to the EVP and VP of Philanthropy Strategy in the Philanthropy & External Relations department. Responsibilities include managing calendars, travel logistics, expense tracking, donor communications, CRM data entry, and preparation of materials for leadership meetings. The role supports donor engagement and cross-department collaboration, maintains accurate donor records, handles confidential information with discretion, delivers excellent customer service to donors, and assists with internal and external meetings and events in a fast-paced environment with multiple priorities.
Required Qualifications
- High school diploma required; associate’s degree or higher in nonprofit management, fundraising, business administration, or related field preferred
- 5+ years of administrative experience (executive support and/or event coordination) or equivalent combination of education and experience
- Strong communication, customer service, and interpersonal skills; professional demeanor
- Highly organized with excellent attention to detail; ability to prioritize, multitask, and manage competing deadlines in a fast-paced environment
- Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and basic database/CRM systems; experience managing complex calendars and scheduling meetings
- Experience with donor/constituent databases preferred
- Discretion and sound judgment in handling confidential information
- Commitment to the organization’s mission
- Valid Florida driver’s license; ability to pass a Level 1 background check
- Flexibility to work evenings/weekends and support a minimum of three events annually
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