Administrative Assistant, Marketing & Communications

At San Diego Foundation (SDF), we value our diverse and experienced staff who are committed to improving the quality of life across San Diego’s communities. We strive to be an employer of choice, offering a professional, collaborative, and mission-driven work environment for those passionate about philanthropy and community impact.

The Administrative Assistant, Marketing & Communicatons is a vital member of the Marketing & Communications team, providing essential administrative, project coordination, logistical, and event support. This role supports the day-to-day operations of the department while contributing to the planning and execution of internal and external events that promote SDF’s mission, brand, and partnerships.

Working closely with the Director of Events & Project Management, the Administrative Assistant supports communications project tracking, meeting coordination, vendor management, budget tracking, and event logistics. The role also assists with digital and print communications initiatives, ensuring materials align with brand standards and are delivered accurately, on time, and within budget.

This is a hybrid position with weekly onsite requirements at SDF’s headquarters in Liberty Station, San Diego.

Essential Responsibilities

Marketing & Communications Administrative Support

• Provide daily administrative and project support to the Marketing & Communications team.
• Coordinate projects and special assignments using Asana, collaborating cross-departmentally to monitor progress, track deadlines, and resolve issues proactively.
• Schedule and organize meetings; prepare agendas; take minutes; and distribute meeting summaries and follow-up actions.
• Draft, proofread, and edit correspondence, reports, presentations, and internal documentation.
• Assist in creating written summaries and basic data reports from records, emails, and other source materials.
• Monitor and respond to administrative inquiries, including the department’s shared inbox, HappyFox ticketing system, and Asana project requests.
• Support the distribution of digital content, newsletters, and announcements.
• Maintain brand consistency across all communication materials and assets.
• Coordinate with vendors and creative partners on collateral production.
• Manage inventory, ordering, and distribution of SDF promotional items and branded materials.
• Track departmental budgets; process check requests and credit card expenses; and maintain accurate financial records.
• Organize and maintain virtual filing systems and department databases.
• Maintain and update contact databases for media, civic leaders, elected officials, and community partners.

Events Support & Coordination

• Assist in the planning, coordination, and execution of in-person and virtual events from concept through completion.
• Provide logistical support for key events, including the San Diego Fundraising Conference.
• Support event registration, guest lists, RSVP tracking, and event check-in processes.
• Prepare and organize event materials, signage, name tags, and supplies.
• Support event promotion and communications in partnership with the Marketing & Communications team.
• Assist with event evaluation through surveys, debriefs, and reporting.
• Maintain office and event supplies and coordinate maintenance of event equipment.
• Support division mailings, including printing, packaging, and delivery.
• Provide on-site event support, including setup, breakdown, and guest assistance.
• Be available for evening and weekend event work as required.

Requirements

Required

• Minimum of three (3) years of administrative experience in a professional setting; nonprofit experience preferred.
• Strong commitment to SDF’s mission to inspire enduring philanthropy and enable community solutions.
• Excellent organizational and time management skills with strong attention to detail.
• Demonstrated ability to manage multiple projects with changing priorities and deadlines.
• Proven experience developing and maintaining administrative systems for efficiency and accuracy.
• Outstanding written and verbal communication skills.
• Experience providing high-quality customer service and managing stakeholder relationships.
• Experience coordinating logistics for meetings and events, including timelines, vendors, and on-site execution.
• Proficiency in Microsoft Outlook, Word, and Excel; familiarity with Asana, Microsoft Teams, and SharePoint.
• Strong data management skills, including database entry, tracking, and report generation.
• Discretion, professionalism, and ability to manage confidential in