Administrative Assistant

Position Summary

The Administrative Assistant will report directly to the BTN Executive Director and will be based in BTN’s Ponte Vedra Beach office, working full-time from Monday to Friday, 8:00 AM to 5:00 PM. This role is essential in providing support to the Brain Tumor Network and its affiliated organizations, The Sontag Foundation and The Sontag Investment Fund.

• Uphold the highest standards of confidentiality regarding all patient information
• Manage all administrative and clerical tasks within the office, including overseeing mail distribution and maintaining inventory of office and kitchen supplies
• Collaborate closely with the Executive Administrative Assistant at The Sontag Foundation to provide coverage during lunch breaks, vacations, and absences
• Serve as the first point of contact by managing the main phone line for the Brain Tumor Network.
• Organize marketing materials and conduct monthly inventory assessments
• Liaise with landlords and suppliers to coordinate necessary services and repairs
• Oversee donation management through Classy software, ensuring accurate record-keeping
• Update donor contact information in the Brain Cloud database
• Generate and distribute donor and gift reports for the President and Board of Directors
• Maintain and organize prospect lists in the donor database, including digital communications and mass mailings
• Handle incoming and outgoing correspondence, including emails, phone calls, and packages
• Arrange travel logistics for BTN/Sontag employees as needed
• Conduct quarterly mortality searches
• Undertake additional responsibilities as assigned by both Brain Tumor Network and Sontag Foundation leadership as needed

• An associate’s degree is required.
• Strong attention to detail and accuracy is essential.
• Proficiency in computer applications, particularly MS Office 365, Adobe Acrobat, and Microsoft TEAMS is necessary. Experience with Salesforce is a plus.
• Ability to prioritize assignments and demonstrate excellent customer service that reflects the mission and values of the organizations.
• Exceptional organizational and time management skills are required.
• Strong interpersonal skills and adaptability are essential for success in this role.
• Ability to work independently while also being an integral team member.

A minimum of two years administrative assistance experience is required.