Administrative Assistant, Four Diamonds

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.

• 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.

• 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.

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

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.

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.

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