Job Description
Job Description
The Administrative Assistant - Marcom & Fund Development plays a vital role in supporting the day-to-day operations of Girl Scouts of Orange County's fast-paced and rapidly growing Marketing & Communications and Fund Development teams. This highly collaborative role ensures smooth internal workflows, timely execution of campaigns and initiatives, accurate data management, and meaningful engagement with donors, volunteers, and the public.
This is an exciting opportunity for a highly organized, proactive, and mission-driven administrative professional who thrives in a startup-style environment. We are actively building and refining systems as we go-so the ideal candidate is not just task-oriented but energized by teamwork, innovation, and urgency. You will provide direct support to both the Chief Marketing & Development Officer and the Director of Marketing and Communications, playing a key role in helping the organization meet critical and time-sensitive fundraising and communications goals.
Essential Responsibilities/Activities:
- Administrative & Project Support
- Provide shared administrative support to the Chief Marketing and Development Officer and the Director of Marketing and Communications.
- Schedule meetings, manage calendars, coordinate Zoom or in-person logistics, and prepare agendas, materials, and meeting notes.
- Track and route approvals for marketing and fundraising materials, ensuring timely internal review and sign-off.
- Handle invoicing, expense submissions, and credit card reconciliations.
- Maintain organized digital and physical filing systems for both departments.
- Support departmental project tracking and cross-functional follow-ups to keep initiatives on schedule.
- Track and follow through on action items after meetings with donors, partners, and internal teams, ensuring next steps are completed.
- Assist with formatting and preparing presentation decks, donor packets, and event materials.
- Support light donor and prospect research, including bios and briefing documents for meetings and events.
- Maintain and update the CMDO's prospect pipeline, logging interactions and supporting lead tracking in Raiser's Edge and/or Salesforce.
- Serve as a communication liaison for select cross-functional projects, helping to coordinate information across departments.
- Marketing & Communications
- Assist with drafting, editing, and proofreading of email campaigns, social media posts, newsletters, and collateral.
- Support logistics and materials preparation for marketing events, speaker engagements, and community outreach.
- Manage inventory of branded collateral, giveaways, signage, and PR cookies.
- Organize, archive, and maintain digital asset libraries (photos, graphics, videos, etc.).
- Fund Development & Donor Support
- Maintain and update donor records, contact information, and notes in Salesforce and Raiser's Edge, ensuring a high degree of accuracy.
- Generate donor acknowledgment letters and assist with stewardship mailings and touchpoints.
- Support preparation and execution of fundraising campaigns, donor mailings
- Assist with logistics and execution of donor events, including invitation lists, RSVP tracking, nametags, signage, and materials.
- Coordinate Troop Payment Process within Concur.
Qualifications
- Exceptional organizational skills with the ability to manage multiple priorities and meet fast-moving deadlines.
- Excellent written and verbal communication skills, with strong proofreading and attention to detail.
- Ability to thrive in a build-as-you-go culture, contributing to new processes and continuous improvement.
- Proactive problem-solver who takes initiative and follows through with minimal direction.
- Highly collaborative team player who brings a positive, can-do attitude to group projects and team meetings.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
- Experience with Salesforce, Raiser's Edge, Canva, Adobe Creative Suite, or social media tools is a plus.
- High degree of discretion and professionalism in handling sensitive and confidential information.
- Tech-savvy and eager to learn new tools to improve efficiency and communication.
- Licensed and insured California driver; must pass background screening including driving.
- Willingness to accept the beliefs and principles of the Girl Scout Movement and acceptance of the relevant and compelling benefits of Girl Scouting.
- Willingness to work occasional evenings and weekends as needed.
- Bilingual ability is a plus.
GSOC is proud to be an equal opportunity employer. GSOC is committed to a process of diversity, equity and inclusion.