Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to provide dependable support for membership, donor correspondence, and daily office operations in Palm Beach, Florida. This Long-term Contract position is well suited for someone who is highly organized, service-oriented, and comfortable handling a mix of clerical duties, communication tasks, and event coordination. The role will work closely with leadership and internal teams to help ensure members and donors receive timely, thoughtful assistance while office processes remain accurate and efficient.

Responsibilities:
• Manage day-to-day administrative work such as preparing documents, making copies, scanning materials, and organizing both paper and digital records.
• Coordinate the preparation and distribution of donor appreciation mailings and welcome materials for new members.
• Create, send, and monitor acknowledgment letters related to tribute donations, ensuring records are complete and up to date.
• Handle gift acknowledgment processing with accuracy, including routing signed documents to SharePoint and arranging outgoing correspondence.
• Contribute to member outreach efforts by supporting personalized service and responsive follow-up for membership-related needs.
• Partner with the Special Events team to assist with receptions, luncheons, dinners, and other programs involving members and donors.
• Review communication materials alongside marketing and communications staff, paying close attention to donor names, images, and event details.
• Provide general office and receptionist-style support, including data entry, inbound call handling, and other assigned administrative tasks.