Job Description

Job Location Miami, FL 33142 Position Type Full Time Education Level 2 Year Degree Salary Range $60,000.00 - $65,000.00 Hourly

Travel Percentage Negligible Job Shift Day Job Category Business Development

Supports the Office of Philanthropy. This position provides high-level administrative and operational support to the Vice President of Philanthropy while reporting directly to the Manager of Finance and Operations.

This role encompasses all traditional administrative assistant functions while providing expanded exposure to philanthropy operations and nonprofit finance.

In addition to core administrative responsibilities, this role supports the Office of Philanthropy’s operational effectiveness through coordination, documentation, and systems support. The position is designed as a developmental role for an individual interested in growing their skills in philanthropy operations, nonprofit finance, and development services.

Duties and Responsibilities:

• Executive and Administrative Support Provides direct administrative support to the Vice President of Philanthropy, including calendar management and scheduling of in-person and virtual meetings. Serves as the primary point of contact for scheduling-related needs for the VP and collaborates with the CEO’s office on donor meetings and visits. Coordinates logistics for team meetings, including room reservations, technology needs, security notifications, and material preparation. Manages travel arrangements, itineraries, and expense reporting for the VP.

• Operational and Departmental Support Supports the Manager of Finance and Operations in maintaining effective departmental operations in accordance with established policies and procedures. Assists with internal tracking, documentation, and coordination related to budgets, invoices, and departmental records under the direction of the Manager of Finance and Operations. Processes invoices and expense reports and works closely with Finance and Accounts Payable to ensure timely and accurate payment. Maintains organized departmental files, records, and reporting tools.

• Donor Database and Communications Support Assists with maintaining the donor database, such as Raiser’s Edge or a similar system, ensuring accurate data entry, reporting, and documentation. Supports the preparation and distribution of gift acknowledgments, donor correspondence, and stewardship materials. Assists with basic reporting and data pulls as requested by the Manager of Finance and Operations or the Vice President of Philanthropy.

• Professional Development and Team Engagement Participates in team discussions, planning meetings, and departmental initiatives. Learns and supports philanthropy operations functions, including gift processing workflows, reporting standards, and donor stewardship practices. Maintains strict confidentiality and adheres to all Goodwill South Florida policies and procedures. Performs all duties in a manner that supports the organization’s mission, values, and culture. Completes additional responsibilities and special projects as assigned.
• Perform other duties as assigned.

Qualifications

Education and

Experience:

• Associate or bachelor’s degree required.
• Minimum of five years of progressive administrative or operational experience required.
• Experience supporting senior leadership preferred.
• Experience in a nonprofit, fundraising, or philanthropy environment is a plus but not required.
• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, is required.
• Experience with donor databases such as Raiser’s Edge strongly preferred.
• Strong organizational skills, attention to detail, and ability to manage competing priorities required.
• Excellent written and verbal communication skills. Ability to work independently, exercise discretion, and maintain confidentiality.
• Strong command of English required. Bilingual English and Spanish strongly preferred.
• Demonstrated passion for Goodwill South Florida’s mission to help people with barriers to employment achieve self-sufficiency.

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies:

• Ethics - Maintains high standards of ethical conduct, exhibits honesty and integrity, and refrains from theft-related, dishonest, or unethical behavior. Works with integrity and maintains confidentiality. Treats people with respect, keeps commitments, inspires the trust of others, works with integrity and ethics, and upholds organizational values.
• Planning and Organizing - Prioritize work activities, use time efficiently, and develop realistic action plans.
• Job Commitment - Accepts responsibility and demonstrates responsible behavior, initiative, and tenacity; Works with minimal supervision and is dependable.
• Professionalism - Adheres to all corporate policies and procedures, including occupational safety and health policies, and promptly responds to management directions. Maintain a professional demeanor with participants, staff, and other professionals. Project a positive image of Goodwill. Reacts well under pressure and accepts responsibility for own actions. Follows through on commitments.
• Work Quality - Demonstrates accuracy, completeness, and neatness. Seek opportunities to enhance and promote quality. Applies feedback to improve performance. Monitors own work to ensure quality.
• Quantity of work - Produces work assigned by the manager efficiently and promptly.
• Attendance/Punctuality - Report to work as scheduled and on time and remain on the job throughout regular work hours. Notify supervisor of lateness, absence, or if an urgent reason for leaving work arises. Commit to working long hours when necessary to reach goals; complete tasks on time or notify your supervisor of an alternative plan.
• Teamwork - Works and interacts with others to accomplish overall group goals; solicits feedback to maximize results.
• Safety and Security—Observe all safety and security procedures and report any safety deficiencies to your immediate supervisor. Use equipment and materials properly. Know what Material Safety Data Sheets (MSDS) are and where they are stored.
• Personal Characteristics—Dress in appropriate business attire. Conduct yourself professionally. Take initiative. Be dependable and accurate, and take pride in your work.
• Adaptability - Adapts to changes in the work environment, manages competing demands, and adjusts approaches and methods to fit the situation best. Can effectively deal with frequent changes, delays, or unexpected events.
• Detail-Oriented – Must be an organized professional with an excellent eye for detail.
• Diversity—Shows respect and sensitivity for cultural differences, educates others on the value of diversity, promotes a harassment-free environment, and builds a diverse workforce.
• Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Judgment—Displays willingness to make decisions; exhibits sound and accurate judgment; Supports and explains reasoning for decisions; includes appropriate people in the decision-making process; makes timely decisions.
• Motivation – Self-motivated and a self-starter. Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures oneself against a standard of excellence; takes calculated risks to accomplish goals. Persistent and results-oriented.

Physical Demands - The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee is regularly required to sit for extended periods. The employee must frequently use hands to finger, handle, feel, and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific visual abilities necessary for this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions. Able to work in a manufacturing environment.