Job Specifications
At San Diego Foundation (SDF), we value our diverse and experienced staff who are committed to improving the quality of life across San Diego's 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 SDF's 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 SDF's 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 department's 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
Requirements
Required
Minimum of three (3) years of administrative experience in a professional setting; nonprofit experience preferred
Strong commitment to SDF's 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/Raiser's 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 & Org
About the Company
We adhere to a deeply ethical approach to philanthropy, one that holds ourselves accountable to being a trustworthy partner and to approach our work with humility and respect for the expertise of the communities we serve and of the government, nonprofit, business sectors and individuals with whom we collaborate. We will be open-minded, learn constantly, listen carefully to different experiences and different perspectives, build strong and diverse coalitions, support community engagement, and engage in shared decision-making....
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