July 11, 2023 We’re Hiring: Administrative Assistant for Philanthropy
Community Foundation Sonoma County is thrilled to announce a search for our next colleague, an Administrative Assistant for Philanthropy!
At CFSC, our team is made up of people with different strengths, experiences, and backgrounds who share a passion for investing in the promise of Sonoma County. We are deliberate, intentional, and purposeful about the kind of culturally diverse team we are building.
If this position resonates with you, we encourage you to apply!
If you’re someone who…
- Is mission-driven and embraces collaboration, open communication, and constructive team partnerships
- Shows up with a sense of purpose, heart, and authenticity
- Is adept at project management and detail work, while genuinely thrives on providing the best team support possible
- Is compelled by your innate curiosity and love for learning to dig deep, research and explore new perspectives and ideas
… then we have an exciting and rewarding opportunity for you!
About Community Foundation Sonoma County
Community Foundation Sonoma County (CFSC) is the hub of philanthropy — we connect people, ideas, and resources to benefit all who live and work here. 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.
Established in 1983 by a group of local community leaders, CFSC promotes philanthropic growth and supports the long-term sustainability of our nonprofit partners. As a public 501c3 nonprofit, we strengthen Sonoma County through our local knowledge, leveraged philanthropic resources, and inspiration for legacy and estate planning.
Our work is guided by our values statement:
- We know that to create a fair and just community, some may need more to achieve the same.
- We embrace our differences and our common bond.
- We cultivate leaders, supporting them to advocate for their communities and empowering them to create change.
- We promise to tackle tough issues with compassion and courage, choosing humbly to take a step forward instead of resting in the comfort of where we are.
Equal Employment Opportunity
Community Foundation Sonoma County is an equal opportunity employer dedicated to the goal of building a culturally diverse team. All qualified applicants will receive consideration without discrimination on the basis of race, color, religion, gender, national origin, ancestry, age, marital status, pregnancy, medical condition, disability, or sexual orientation.
The Administrative Assistant supports the mission of Community Foundation Sonoma County (CFSC) 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.
- Provides administrative support for recurring and special projects to Philanthropic Planning Team.
- Supports team leadership in scheduling and managing calendars.
- Supports and produces Community Foundation events in partnership with Philanthropy and Communication Team including securing venues and caterers, creating materials and invitation lists, tracking RSVPs, and execution of the events.
- Coordinates planned giving activities and professional advisor outreach.
- Serve as a member of CFSC’s 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, PowerPoint, Smartsheet, and MailChimp.
- 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 and Interim Vice President for Philanthropic Planning.
- 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.
- Manage general donor email mailbox and voicemails and triage requests to philanthropic advisors and Interim Vice President.
Skills and Qualifications Required to be Successful in Role:
- At least two years of related nonprofit or administrative or customer service experience (paid or unpaid).
- 1-2 years’ experience in event production experience (paid or unpaid).
- Computer proficiency including strong Microsoft Office skills and an understanding of databases and project management tools.
- Strong internal and external customer service ethic; personal warmth and sincerity.
- A genuine and strong desire to provide high level support to a variety of donors, stakeholders and team members with a focus on responsiveness, quality and compassion.
- 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.
- Two years of post-high-school education or an equivalent combination of education and experience.
- US work authorization (required).
- Must be able to remain in a stationary position during shift.
- Ability to move items weighing up to 15 pounds.
- Hand and wrist dexterity needed to work on a computer.
- Visual acuity.
- Medical, Dental and Vision insurance – 100% covered for employee and 60% for dependents.
- Life Insurance.
- Employer annual contribution to 403b Retirement Plan after one year of service.
- Employee Assistance Program (EAP).
- Professional development.
- Sick and vacation pay.
- Bereavement pay.
- 11 Paid Holidays.
- Health and wellness time.
- Flexible Summer Fridays.
- Hybrid work model (3 days on-site office / 2 days remote).
- $27 – $30 an hour
How to Apply
Interested candidates should email their resume and a cover letter, with “Administrative Assistant for Philanthropy” in the email subject line, to firstname.lastname@example.org. Applications will be accepted on a rolling basis until the position is filled.