Administrative Assistant, Institutional Development

WSRE•Pensacola, FL

4d•Onsite

About The Position

The Administrative Assistant is a full-time career service position with an anticipated start date of July 2026. The Administrative Assistant will provide administrative support to the Executive Director, Institutional Development and departmental staff. The Administrative Assistant will perform a wide range of administrative support tasks, including, but not limited to, preparing letters and reports, maintaining files, and answering phones; helping with event logistics and mailings; working effectively in a diverse community and meeting the needs of diverse populations; following complex instructions; and providing exceptional customer service assistance to faculty, staff, students, donors, board members, volunteers, and visitors. The Administrative Assistant will maintain clean and orderly office reception areas, meeting rooms and shared spaces. Additionally, the Administrative Assistant will coordinate and arrange meetings, prepare agendas, record and transcribe minutes of meetings; maintain departmental calendars; make recommendations to improve efficiencies; review news and nonprofit publications; and enter information accurately in donor database. The Administrative Assistant will be required to demonstrate professionalism in his or her appearance, communication, and conduct at all times. This position may require availability to work flexible hours, including evenings and weekends.

Requirements

Graduation from high school or GED equivalency.
Four years secretarial experience.
Demonstrated computer skills, including proficiency with Microsoft Office Suite (including Word, Excel, Publisher, Outlook, etc.) in a networked office setting, and internet navigation.
College course work may be substituted on a year-for-year basis for the required experience.
Successful results of a criminal background check are required.
Must meet the requirements of § 435.04(2), Florida Statutes, related to background investigations.
A Florida Department of Law Enforcement (FDLE) approved background check will be conducted on every successful candidate as a condition of employment.
Must disclose any adverse information contained in the background investigation at the time of submitting the employment application.

Nice To Haves

Experience using Blackbaud Raisers Edge.
Nonprofit customer service experience.
Excellent communication and organization skills.
Expert experience in Microsoft Office programs.

Responsibilities

Provide administrative support to the Executive Director, Institutional Development and departmental staff.
Prepare letters and reports.
Maintain files.
Answer phones.
Assist with event logistics and mailings.
Work effectively in a diverse community and meet the needs of diverse populations.
Follow complex instructions.
Provide exceptional customer service assistance to faculty, staff, students, donors, board members, volunteers, and visitors.
Maintain clean and orderly office reception areas, meeting rooms and shared spaces.
Coordinate and arrange meetings.
Prepare agendas.
Record and transcribe minutes of meetings.
Maintain departmental calendars.
Make recommendations to improve efficiencies.
Review news and nonprofit publications.
Enter information accurately in donor database.
Demonstrate professionalism in appearance, communication, and conduct at all times.