Administrative Assistant II | Foundation

Job Description

Find your purpose as an Administrative Assistant II with the CentraCare Foundation team. The Administrative Assistant II provides primary administrative and project coordination support for the CentraCare Foundation's Development and Donor Engagement functions, including fundraising, campaign, donor engagement, and marketing and communications priorities. Serves as a key administrative partner to the Director of Foundation and Campaign Development, Donor Engagement Director, and their respective teams by coordinating workflows, donor activities, meetings, communications, and projects. As part of the Foundation's shared administrative support model, works independently and collaboratively to manage multiple priorities while providing cross-functional support and backup coverage for Foundation operations, events, and executive administration as needed.

Schedule:

• Full-time 80 hours every 2 weeks
• Mon-Fri 8a-5p
• Hybrid of at-home and in-office (South Point location)

Pay & Benefits:

• Staring pay is $21.12 per hour; exact wage determined by years of related experience.
  • Pay range: $21.12-$31.68 per hour
• Full time benefits: medical, dental, PTO, retirement, employee discounts and more!
• Tuition reimbursement and college grant programs available

Qualifications:

• High School Diploma or GED required.
• Associate Degree or equivalent combination of education and related work experience required.
• Minimum of two years of administrative support experience.
• Demonstrated experience coordinating projects, meetings, communications, events, and other activities involving multiple stakeholders and deadlines.
• Experience providing administrative and project coordination support to multiple team members or functional areas.
• Strong organizational, project coordination, and time management skills with excellent attention to detail.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and database applications.
• Ability to work independently, exercise sound judgment and discretion, and maintain confidentiality.
• Ability to manage multiple priorities, anticipate needs, and adjust workload in response to changing organizational priorities.
• Ability to prepare meeting minutes, correspondence, presentations, and administrative documentation accurately and efficiently.

Preferred Qualifications

• Experience supporting fundraising, nonprofit, healthcare foundation, development, donor engagement, or similar functions.
• Event planning and coordination experience.
• Marketing or communications project coordination experience.
• Experience with donor databases, Raiser's Edge, or similar CRM systems.
• Advanced organizational, project coordination, and time management skills with strong attention to detail.
• Experience interacting professionally and confidently with donors, volunteers, organizational leaders, community partners, and other internal and external stakeholders.
• Demonstrated ability to collaborate across teams and provide effective support across multiple functions and priorities.
• Demonstrated commitment to providing an exceptional donor, volunteer, customer, and community experience.

Core Functions:

Development & Donor Engagement Administrative & Project Support

• Provide primary administrative and project coordination support to the Director of Foundation and Campaign Development, Donor Engagement Director, and their respective teams.
• Coordinate meetings, calendars, agendas, correspondence, presentations, meeting materials, minutes, action items, and follow-up activities.
• Coordinate project workflows, timelines, deliverables, and administrative processes across fundraising, campaign, donor engagement, and marketing and communications initiatives.
• Maintain project trackers, files, records, shared resources, and other administrative tools that support visibility, accountability, and timely completion of priorities.
• Assist with planning and coordination of team meetings, retreats, donor strategy meetings, and other internal activities.
• Perform general administrative functions and respond to Foundation needs as appropriate.

Fundraising & Donor Engagement Support

• Coordinate donor and prospect meetings, visits, tours, presentations, cultivation and stewardship opportunities, and related follow-up activities.
• Prepare donor and prospect briefing materials, meeting packets, reports, presentations, correspondence, and other materials in partnership with development and donor engagement staff.
• Provide administrative and project support for annual, major, principal, and planned giving programs, campaign initiatives, and other fundraising priorities.
• Support donor stewardship, including gift agreements, donor communications and recognition, and related coordination.
• Coordinate recurring development and donor-related meetings and activities, including scheduling, preparation, materials, and follow-up.
• Assist with tracking fundraising and donor engagement activities, commitments, deliverables, and follow-up within established Foundation systems and processes.

Donor Engagement & Event Support

• Coordinate development-led donor engagement activities, including donor receptions, cultivation and stewardship gatherings, tours, donor-hosted events, campaign gatherings, and other relationship-building opportunities.
• Support invitations, communications, registrations, RSVP tracking, guest management, materials, and logistics for donor engagement activities and fundraising events.
• Partner with the Events Manager and other Foundation team members to support annual fundraising events, including the Golf Scramble, Gala, and Holly Ball, and other Foundation events as needed.
• Coordinate select donor engagement activities and event-related projects as assigned, such as La Gratitude interviews, Gala auction activities, and donor or volunteer committee meetings

Marketing & Communications Support

• Provide project coordination and administrative support for Foundation marketing and communications activities, with particular emphasis on fundraising, campaign, donor engagement, stewardship and recognition, storytelling, and donor communications.
• Coordinate project schedules, timelines, meetings, approvals, production needs, distribution, and task tracking for Foundation communications.
• Assist with production and distribution of approved donor communications, fundraising and campaign materials, invitations, sponsorship materials, stewardship communications, and donor recognition items.
• Support communication plans, editorial calendars, campaign schedules, mailing and distribution logistics, and related project tracking.
• Coordinate with internal and external partners to support timely completion of communications projects and consistency with Foundation branding and messaging.

Shared Administrative Support & Cross-Coverage

• Participate in the Foundation's shared administrative support model, partnering with the Executive Assistant and other administrative team members to provide coordinated support across Foundation functions.
• Provide backup administrative coverage for Foundation Operations and Events and executive administration during staff absences, peak workload periods, major events, or other organizational needs.
• Assist with Foundation-wide administrative projects and priorities when additional capacity is needed.
• Collaborate with Foundation leaders and administrative colleagues to prioritize requests, balance workload, and ensure continuity of essential administrative functions.
• Maintain familiarity with key Foundation processes, systems, calendars, and workflows to provide effective cross-coverage.

CentraCare has made a commitment to diversity in its workforce. All individuals including, but not limited to, individuals with disabilities, are encouraged to apply. CentraCare is an EEO/AA employer.