Administrative Assistant, Institutional Development

WSRE • Pensacola, FL

1d

About The Position

The Administrative Assistant is a full-time career service position providing administrative support to the Executive Director, Institutional Development, and departmental staff. Duties include preparing letters and reports, maintaining files, answering phones, assisting with event logistics and mailings, and providing customer service to faculty, staff, students, donors, board members, volunteers, and visitors. The role maintains clean and orderly reception areas, meeting rooms, and shared spaces; coordinates meetings; prepares agendas; records and transcribes meeting minutes; maintains departmental calendars; recommends efficiency improvements; reviews news and nonprofit publications; and accurately enters information into the donor database. The position requires professionalism in appearance, communication, and conduct, and may require flexible hours, including evenings and weekends. The anticipated start date is October 2026.

Requirements

• High school graduation or GED equivalency.
• Four years of secretarial experience; college coursework may substitute on a year-for-year basis for the required experience.
• Demonstrated computer skills, including proficiency with Microsoft Office Suite (including Word, Excel, Publisher, and Outlook) in a networked office setting, and internet navigation.
• Successful results of a criminal background check and compliance with applicable Florida background investigation requirements.

Nice To Haves

• Experience using Blackbaud Raiser's 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, and answer phones.
• Assist with event logistics and mailings.
• Provide exceptional customer service 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, and record and transcribe meeting minutes.
• Maintain departmental calendars.
• Make recommendations to improve efficiencies.
• Review news and nonprofit publications.
• Accurately enter information in the donor database.
• Demonstrate professionalism in appearance, communication, and conduct.

Benefits

• Health, dental, vision, hospitalization, and supplemental insurance benefits through the State of Florida's Group Insurance Program.
• Florida Retirement System membership from the first day of employment for employees in established, eligible positions.
• Participation in a wellness program.
• Tuition waivers.
• Educational opportunities.
• Paid sick leave.
• Additional leave types, which are position specific.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED