Administrative Coordinator

Job Description

Job Description

Robert Half is currently recruiting for an Administrative Coordinator opportunity with a nonprofit organization in Miami. This role will provide a mix of administrative, program, event, donor, and creative support to a young leadership team focused on creating meaningful programs, experiences, and opportunities for the community.

The ideal candidate is highly organized, proactive, personable, and comfortable working in a fast-paced environment. This is a great opportunity for someone who enjoys both behind-the-scenes administrative work and being directly involved with events, participants, donors, and volunteer leaders.

Responsibilities Coordinate logistics for meetings, programs, and events. Reserve meeting spaces, order food, prepare materials, coordinate name tags and registration, arrange AV needs, and manage Zoom/Teams meetings. Assist with planning and executing programs and special events. Support recruitment, registration, event setup, guest experience, and post-event follow-up. Assist with evening events as needed. Help create Instagram content, event signage, simple graphics, and other promotional materials. Capture and organize photos and content from programs and events for social media. Maintain participant, donor, prospect, and registration lists. Conduct outreach and follow up with attendees and prospective participants. Maintain accurate information in the organization’s donor database. Pull event and prospect lists, enter pledges, generate reports, and support campaign activities. Maintain board and committee lists and assist with meeting preparation, communication, and follow-up. Support donor stewardship efforts, including thank-you letters, acknowledgments, birthdays, anniversaries, and other outreach. Research current and prospective donors and participants. Process pledges, checks, credit card payments, ACH payments, wire transfers, invoices, and expense reports. Prepare reports, mailings, event materials, pledge cards, and other documents. Communicate professionally with donors, volunteers, community members, vendors, and internal staff. Provide additional administrative and program support as needed.

Strong administrative and organizational skills. Comfortable managing multiple priorities and deadlines. Strong communication and customer service skills. Personable and confident working with donors, volunteers, and community members. Creative and comfortable contributing ideas for events, social media, and promotional materials. Strong attention to detail. Comfortable learning and working within databases and internal systems. Proficient with Microsoft Office and virtual meeting platforms. Comfortable supporting events, including some evening events. Proactive, dependable, and able to work well as part of a collaborative team. Interest in nonprofit, community, fundraising, or event-focused work is a plus.