Strategic Administrative Assistant, Development & Donor Relations

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

Job summary

Penn State University Four Diamonds seeks an Administrative Assistant to support the Executive Director and the development team. You will manage calendars, travel, budgets, and daily operations, ensuring smooth coordination with donors, volunteers, and advisory board members.

The role involves drafting communications, preparing presentations, and assisting with events, meetings, and data entry in fundraising databases. A collaborative, professional approach is essential.

Qualifications

• Prior experience supporting senior-level executives in a complex, fast-paced organization.
• Ability to manage calendars, deadlines, and multiple projects with discretion and professionalism.
• Experience with budget management, expense reconciliation, and financial transactions.
• Proficiency in MS Word, Excel, PowerPoint, Outlook, and Teams.

Responsibilities

• Provide executive-level administrative support (calendars, travel, budgets, operations).
• Review incoming mail, route inquiries, and prepare travel documents.
• Reconcile expenses and produce expense reports; maintain budgets.
• Coordinate meetings for the Executive Director and advisory board; draft minutes and agendas.
• Support donor relations, prospect research, and data entry in the CRM database.
• Prepare presentations, reports, and communications; manage email and mailings.

Skills

Executive support

Calendar management

Travel arrangements

Budget management

Expense reporting

Office administration

Communication skills

CRM experience

MS Office 365

Team collaboration

Education

Associate degree

GED or HS diploma

Tools

Raiser’s Edge

Salesforce

MS Office 365

Job description

Penn State University Four Diamonds seeks an Administrative Assistant to support the Executive Director and the development team. You will manage calendars, travel, budgets, and daily operations, ensuring smooth coordination with donors, volunteers, and advisory board members.

The role involves drafting communications, preparing presentations, and assisting with events, meetings, and data entry in fundraising databases. A collaborative, professional approach is essential.