Administrative Assistant, Four Diamonds

The Pennsylvania State University; Hershey (PA); On-site; USD 40,608 - 64,668; Full time

Job summary

The Pennsylvania State University is seeking an Administrative Assistant to support Four Diamonds, a fund dedicated to conquering childhood cancer. You will provide comprehensive administrative support to the executive team, donors, volunteers, and advisory board members from their Hershey, PA campus.

Responsibilities include calendar management, travel arrangements, budget maintenance, and coordinating meetings and events for donors and the Advisory Board.

Qualifications

• Experience supporting senior-level executives in fast-paced environments.
• Strong organizational skills with the ability to manage multiple projects and deadlines.
• Professionalism, good judgment, and exemplary writing and communication skills.
• Experience with Raiser's Edge or Salesforce; proficient in Microsoft 365.

Responsibilities

• Provide executive-level administrative support—calendar management, travel arrangements, expense reconciliation, budget maintenance, and office supply coordination.
• Draft, edit, proofread, and distribute correspondence; manage email and letters; prepare presentations, reports, and talking points.
• Coordinate Advisory Board meetings; prepare agendas, materials, minutes, and communications for the Executive Director.
• Coordinate meetings, events, and official functions for donors, the Four Diamonds team, and the Advisory Board.
• Assist donor management activities including data entry, mail merges, and drafting stewardship materials.
• Maintain data and reporting databases; enter solicitation guidelines; research donors and prospects.

Skills

Executive support

Calendar management

Budget management

Event coordination

Communication

CRM databases

Education

Associate degree

GED/High School diploma

Tools

Raiser's Edge

Salesforce

Microsoft 365

Job description

Position Overview

Penn State seeks an Administrative Assistant to support Four Diamonds, a fund dedicated to conquering childhood cancer. The role reports to the Executive Director of Four Diamonds and provides comprehensive administrative and operational support to the executive team, donors, volunteers, and advisory board members.

Key Responsibilities

• Provide executive‑level administrative support—including calendar management, tickler files, travel arrangements, expense reconciliation, budget maintenance, and office supply coordination.
• Communicate with internal and external stakeholders; draft, edit, proofread, and distribute correspondence and communications; manage email and letter communications; prepare presentations, reports, and talking points.
• Support the Advisory Board by coordinating meetings, arranging logistics, preparing agendas, assembling meeting materials, recording minutes, and drafting communications on behalf of the Executive Director.
• Coordinate meetings, events, and official functions for donors, the Four Diamonds team, and the Advisory Board, including THON and Mini‑THON Leadership Summit.
• Assist prospect and donor management activities such as goal‑setting documentation, database entry of contacts and proposals, drafting stewardship materials, and executing mail merges for digital and print communications.
• Maintain the data and reporting database; enter solicitation guidelines; conduct research on donors, alumni, and prospects.

Qualifications

• Prior experience supporting senior‑level executives in a fast‑paced environment (higher education, healthcare, law, or nonprofit fundraising preferred).
• Strong organizational skills with the ability to set priorities, meet deadlines, employ critical thinking, and manage multiple projects concurrently.
• Professionalism, good judgment, and exemplary interpersonal, writing, and communication skills.
• Experience with CRM/fundraising databases such as Raiser's Edge or Salesforce; proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to create an inclusive, respectful environment for all students and colleagues; manage confidential information and complex calendars with discretion.
• Experience with budget management, expense reconciliation, and financial transaction processing.
• Background in meeting and event coordination, including logistics and follow‑up activities.
• Self‑motivated, independent and team‑oriented; commitment to professional development and learning.
• Submit a resume and a cover letter.

Minimum Education & Experience

Associate Degree with 4+ years relevant experience (or equivalent). Alternatively, GED/High School with 2+ years relevant experience.

Salary & Benefits

Salary range: $40,608.00 – $64,668.00. Benefits include medical, dental, vision coverage, retirement plans, paid time off, and a 75% tuition discount for employees and eligible family members.

Background Check & Clearances

Position requires PA State Police Criminal Background Check, PA Child Abuse History Clearance, Federal (FBI) Fingerprint Criminal Background Check, and a valid driver’s license for vehicle operation.

EEO Statement

Penn State is an equal‑opportunity employer committed to diversity and inclusion. Applicants requiring accommodations due to impairments may contact 814‑865‑1473.