Campaign & Administrative Assistant

The Little School SF; San Francisco (CA); Hybrid; USD 40,000 - 57,000; Full time

Benefits offered by this job

Medical, dental, and vision

Retirement benefits

Paid time off

Professional development opportunities

Job summary

The Little School SF is seeking a Campaign + Administrative Assistant to support the capital campaign and school fundraising efforts. You will coordinate executive-level scheduling, donor communications, and event logistics in a collaborative, nonprofit environment.

This role combines high-level administrative duties with campaign operations, donor records management, and volunteer coordination, offering part-time or full-time hours and a hybrid on-site/remote arrangement in San Francisco.

Qualifications

• Bachelor’s degree or comparable relevant experience.
• Experience with fundraising databases or CRM systems.
• Strong proficiency with Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets, and Slides.
• Experience working with volunteers, donors, families, or community stakeholders.
• Excellent writing, editing, proofreading, and research skills.
• Exceptional organizational skills and the ability to manage multiple projects, deadlines, and competing priorities.
• Strong attention to detail, accuracy, follow-through, and recordkeeping.
• The ability to work independently while collaborating effectively with staff, volunteers, and Board members.
• Strong customer service, phone, and interpersonal communication skills.
• Comfort handling confidential, sensitive, and donor-related information with discretion and sound judgment.
• A proactive, flexible, and solution-oriented approach to work.
• Interest in early childhood education, inclusive communities, nonprofit fundraising, or relationship-based work is strongly valued.

Responsibilities

• Provide scheduling and administrative support for the Executive Director and Development Committee.
• Maintain the Development Committee’s shared drive and materials.
• Support with campaign-related logistics, agendas, and follow-up communications.
• Track campaign goals, donor activity, and moves management in the CRM.
• Prepare, organize, and maintain pledge forms, donor records, and campaign files.
• Coordinate gift and pledge tracking with the Business Office.

Skills

Bachelor's degree

CRM experience

Google Workspace

Volunteer engagement

Writing/editing

Organizational skills

Donor relations

Discretion

Education

Bachelor’s degree

Job description

Overview

The Little School is a nationally recognized, relationship-based, inclusive preschool program dedicated to individualized, high-quality early childhood education. We are seeking a Campaign + Administrative Assistant to support the School’s Capital Campaign during the 2026–27 school year.

This position is expected to begin in August or September 2026 and continue through approximately August or September 2027, with the possibility of extension based on School needs and mutual interest.

Position Summary

The Campaign + Administrative Assistant provides high-level administrative support to the Executive Director and coordinates the operational, logistical, and communications needs of the School’s fundraising and Capital Campaign efforts.

This full-time or part-time, non-exempt position serves as an important connection point among the Executive Director, Board of Trustees, Capital Campaign Committee, parent volunteers, donors, and broader school community. The successful candidate will be highly organized, proactive, discreet, detail-oriented, and comfortable managing multiple priorities in a collaborative, relationship-based environment. The Campaign + Administrative Assistant reports directly to the Executive Director.

Primary Responsibilities

Executive Director Support

• Serve as the Executive Director’s primary administrative partner, managing day-to-day administrative needs with discretion, professionalism, and sound judgment.
• Manage the Executive Director’s calendar, including donor meetings, campaign appointments, internal meetings, and community events.
• Coordinate major School and Advancement calendar dates and support detailed calendar planning.
• Maintain organized, accurate, and confidential records for the Executive Director’s office.
• Coordinate periodically with the Business Office on financial reconciliation and related administrative matters.
• Prepare meeting materials, correspondence, reports, and other documents as needed.

Development Committee Support

• Provide scheduling and administrative support for the Development Committee and fundraising volunteers.
• Maintain the Development Committee’s shared drive, ensuring that materials are current, confidential, accessible to appropriate users, and well organized.
• Support the Development Committee Chair and other relevant volunteer leaders in carrying out the School’s fundraising strategy.
• Assist with meeting logistics, materials, agendas, follow-up communication, and task tracking.

Capital Campaign Support

• Provide comprehensive administrative and operational support to the Campaign Council, Campaign Co-Chairs, Campaign Steering Committee, and volunteer solicitors throughout the leadership and public phases of the Capital Campaign.
• Coordinate day-to-day campaign operations, timelines, materials, and logistics.
• Schedule campaign meetings and prepare agendas, briefing materials, attendance lists, and follow-up communications.
• Take and distribute meeting notes and maintain action-item tracking.
• Track campaign goals, milestones, donor activity, and moves management through the School’s fundraising CRM.
• Prepare, organize, and maintain pledge forms, gift agreements, donor records, and campaign-related files.
• Track gifts, pledges, and pledge redemption in coordination with the Business Office and Finance team.
• Provide administrative and recordkeeping support to volunteer campaign solicitors engaged in donor cultivation and solicitation.
• Assist with drafting, proofreading, formatting, and coordinating campaign communications and materials.

Parent Volunteer and Community Engagement

• Support parent volunteers participating in campaign and School fundraising activities through meeting coordination and ongoing phone and email communication.
• Serve as a welcoming first point of contact for parents, donors, grandparents, alumni, and community members seeking information, resources, or assistance.
• Direct inquiries appropriately to School staff, volunteer leaders, or Board members.
• Build and sustain respectful, collaborative relationships with volunteers, donors, and supporters across School constituent groups.
• Support a culture of engagement, contribution, gratitude, and inclusion within the School community.

Donor Research and Database Management

• Maintain and update the School’s fundraising CRM, including data entry, contact information, gift records, acknowledgment tracking, reporting, and moves management.
• Conduct donor and prospect research as assigned.
• Support the preparation of donor profiles, meeting briefs, prospect lists, and campaign reports.
• Coordinate gift and pledge tracking with the Business Office.
• Support processing of incoming gifts, donor acknowledgments, and tax receipt preparation.
• Ensure donor information is accurate, confidential, and maintained in accordance with School procedures.

Event Coordination

• Partner with the Administrative Coordinator to plan and support campaign and Advancement events, including galas, salons, receptions, community gatherings, campaign milestones, and donor events.
• Assist with invitations, RSVP tracking, event communications, guest lists, vendor coordination, materials, room setup, and breakdown.
• Provide onsite support before, during, and after events, including welcoming guests, managing logistics, and resolving issues as they arise.
• Complete post-event follow-up, including acknowledgments, attendance records, and data entry.

Communications

• Draft, coordinate, and prepare donor correspondence, gift acknowledgments, gift agreements, proposals, meeting follow-up, and other campaign communications.
• Contribute to development and campaign publications, including the School Newsletter and campaign materials.
• Draft and proofread content for accuracy, tone, consistency, and alignment with School messaging.
• Help ensure clear, warm, professional communication with current and prospective donors, families, volunteers, and community members.

Qualifications and Skills

The ideal candidate will have:

• A bachelor’s degree or comparable relevant experience.
• Experience with fundraising databases or CRM systems.
• Strong proficiency with Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets, and Slides.
• Experience working with volunteers, donors, families, or community stakeholders.
• Excellent writing, editing, proofreading, and research skills.
• Exceptional organizational skills and the ability to manage multiple projects, deadlines, and competing priorities.
• Strong attention to detail, accuracy, follow-through, and recordkeeping.
• The ability to work independently while collaborating effectively with staff, volunteers, and Board members.
• Strong customer service, phone, and interpersonal communication skills.
• Comfort handling confidential, sensitive, and donor-related information with discretion and sound judgment.
• A proactive, flexible, and solution-oriented approach to work.
• Interest in early childhood education, inclusive communities, nonprofit fundraising, or relationship-based work is strongly valued.

Compensation and Benefits

This is a non-exempt position that may be structured as:

• Part-time: 30–39 hours per week; or
• Full-time: 40 hours per week.

The position may be primarily on-site at The Little School or hybrid, depending on School needs and the selected candidate’s circumstances.

Compensation begins at$35 per hourand will be commensurate with education and experience.

Benefits include:

• Medical, dental, and vision coverage.
• Retirement benefits.
• Paid time off, including five weeks of paid vacation.
• Professional development opportunities.

Physical Demands and Schedule

This role includes:

• Prolonged computer and administrative work.
• Occasional lifting of up to 25 pounds.
• Extended periods of standing during events.
• Periodic evening and weekend work in connection with School and campaign events.