Administrative Assistant, Marketing & Communications

At San Diego Foundation (SDF) we value our diverse and experienced staff who are committed to improving the quality of life across San Diegos communities. We strive to be an employer of choice offering a professional collaborative and mission-driven work environment for those passionate about philanthropy and community impact.

The Administrative Assistant Marketing & Communicatons is a vital member of the Marketing & Communications team providing essential administrative project coordination logistical and event support. This role supports the day-to-day operations of the department while contributing to the planning and execution of internal and external events that promote SDFs mission brand and partnerships.

Working closely with the Director of Events & Project Management the Administrative Assistant supports communications project tracking meeting coordination vendor management budget tracking and event logistics. The role also assists with digital and print communications initiatives ensuring materials align with brand standards and are delivered accurately on time and within budget.

This is a hybrid position with weekly onsite requirements at SDFs headquarters in Liberty Station San Diego.

Essential Responsibilities

Marketing & Communications Administrative Support

• Provide daily administrative and project support to the Marketing & Communications team.
• Coordinate projects and special assignments using Asana collaborating cross-departmentally to monitor progress track deadlines and resolve issues proactively.
• Schedule and organize meetings; prepare agendas; take minutes; and distribute meeting summaries and follow-up actions.
• Draft proofread and edit correspondence reports presentations and internal documentation.
• Assist in creating written summaries and basic data reports from records emails and other source materials.
• Monitor and respond to administrative inquiries including the departments shared inbox HappyFox ticketing system and Asana project requests.
• Support the distribution of digital content newsletters and announcements.
• Maintain brand consistency across all communication materials and assets.
• Coordinate with vendors and creative partners on collateral production.
• Manage inventory ordering and distribution of SDF promotional items and branded materials.
• Track departmental budgets; process check requests and credit card expenses; and maintain accurate financial records.
• Organize and maintain virtual filing systems and department databases.
• Maintain and update contact databases for media civic leaders elected officials and community partners.

Events Support & Coordination

• Assist in the planning coordination and execution of in-person and virtual events from concept through completion.
• Provide logistical support for key events including the San Diego Fundraising Conference.
• Support event registration guest lists RSVP tracking and event check-in processes.
• Prepare and organize event materials signage name tags and supplies.
• Support event promotion and communications in partnership with the Marketing & Communications team.
• Assist with event evaluation through surveys debriefs and reporting.
• Maintain office and event supplies and coordinate maintenance of event equipment.
• Support division mailings including printing packaging and delivery.
• Provide on-site event support including setup breakdown and guest assistance.
• Be available for evening and weekend event work as required.

Required

• Minimum of three (3) years of administrative experience in a professional setting; nonprofit experience preferred.
• Strong commitment to SDFs mission to inspire enduring philanthropy and enable community solutions.
• Excellent organizational and time management skills with strong attention to detail.
• Demonstrated ability to manage multiple projects with changing priorities and deadlines.
• Proven experience developing and maintaining administrative systems for efficiency and accuracy.
• Outstanding written and verbal communication skills.
• Experience providing high-quality customer service and managing stakeholder relationships.
• Experience coordinating logistics for meetings and events including timelines vendors and on-site execution.
• Proficiency in Microsoft Outlook Word and Excel; familiarity with Asana Microsoft Teams and SharePoint.
• Strong data management skills including database entry tracking and report generation.
• Discretion professionalism and ability to manage confidential information.
• Positive proactive attitude with a collaborative approach to teamwork.
• Flexibility to adapt in a fast-paced dynamic environment.

Preferred

• Experience with Blackbaud/Raisers Edge or other CRM systems.
• Familiarity with nonprofit communications or event coordination.

Education

• Associate degree or higher in Communications Marketing Business Administration or a related field preferred; equivalent professional experience accepted.

Core Competencies

• Administrative & Organizational Excellence
• Communication & Collaboration
• Project Management (Asana or similar tools)
• Vendor & Budget Coordination
• Customer Service & Relationship Management
• Adaptability & Problem Solving
• Confidentiality & Professionalism

Work Environment & Physical Demands

• Hybrid work environment based in San Diego.
• Fast-paced setting with multiple priorities and interruptions.
• Ability to sit stand walk or drive for periods of time with or without accommodation.
• Ability to view and use a computer screen for extended periods with or without accommodation.
• Ability to type and enter data using a keyboard or similar tools.
• Ability to communicate by phone or alternative methods with or without accommodation.
• Periods of standing or walking during events and office activities.
• Ability to lift or move items up to 20 pounds such as event materials signage or supplies.

• Salaried Non-Exempt $55000.00 - $65000.00(San Diego Foundation is committed to practices that promote pay equity and transparency. Actual offers will be reflective of qualifications skills and experience internal equity alignment with market data among other relevant factors)
• Supportive inclusive company culture; awarded Top Workplace by the San Diego Union Tribune 5 years in a row
• Flexibility to choose a 9/80 schedule giving you every other Friday off
• Hybrid work environment with support for at home office setup
• 100% Employer paid medical vision dental life AD&D and long-term disability premiums: 75% Employer-paid premiums for all dependents on your benefits
• 403B Retirement plan match up to 4% Annual discretionary contribution
• Earned Incentive Program
• 3 weeks of paid time off 1 additional week off with pay in July for all staff
• 4-week sabbatical for every 5 years of service
• 13 paid holidays 2 paid volunteer days off each year
• Extended Health Care Time accruing at 2.77 hours per pay period to a cap of 480 hours: use for sick time family care and parental leave baby bonding
• $100 monthly cell and internet reimbursement
• $75 quarterly gym reimbursement
• Donor Advised Fund contribution with no minimum and $600 annual match from the Foundation to a nonprofit of your choice
• Annual service award $100 donation to nonprofit of your choice

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Duties responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Required Experience:

Junior IC