Administrative Assistant

Posted in ,

Diocese of Palm Beach - Pastoral Center

Company Website

Company Email

Job Type

Full Time


Palm Beach Gardens, FL


9995 N. Military Trail, Palm Beach Gardens, FL 33410

Description :

Essential Duties and Responsibilities:

  • Provide administrative support for the Development Office to include correspondence, copying, scanning documents into donor records, distributing, e-mailing, faxing, filing, archiving, processing incoming and outgoing mail, answering phones, process vendor invoices, greeting visitors, and other administrative support as required
  • Assisting the Development Team with all fundraising Campaigns & Appeals
  • Assisting in the planning and coordinating of special events
  • Maintaining confidentiality regarding donors, gifts and activities
  • Maintaining accurate donor records through precise Raiser’s Edge data entry and management of databases used to record contributions, donor information, and relationships.
  • Assist with the preparation and recording of all donor acknowledgement letters.

Lumen Christi Scholarship Program:

  • Overall coordination of annual Lumen Christi appeal, annual second collection, and fundraising gala including preparation of timelines and responsibility outlines
  • Coordinate and assist in the solicitation of donors to the annual appeal, annual second collection and gala, including managing donations and ticket sales for benefactors, donors, and corporate sponsors.
  • Provide coordination between preparers and printers for all appeal and event printed material including all letters, invitations and forms
  • Maintain database for accurate mailing to past and potential benefactors, advertising vendors and other event supporters
  • Process all responses, advertisements and donations
  • Plan and coordinate all aspects of the gala and related events
  • Assist event Chairs in final preparation for event

Diocesan Services Appeal (DSA):

  • Overall coordination of annual DSA campaign including preparation of timeline and responsibility outline
  • Provide coordination between preparers and printers for all campaign printed material including user manual, letters, brochures, posters, pledge and transmittal cards, envelopes, etc.
  • Ensure communication with outsourcing vendor (Letter Concepts) for timely receipt of all required print material for mailing
  • Assist the Associate Director of Development with the production of DSA video.
  • Assist with DSA leadership training and coordinate distribution of all required material to parishes
  • Plan and coordinate major DSA donor receptions
  • Prepare periodic DSA Gift Detail and Summary Report by parish (Excel format) as required

Catholic Community Foundation of Southeast Florida (CCFSF)

  • Provide administrative office support, including direct donor communications via phone, email and letter correspondence.
  • Support management of constituent relationship data
  • Provide Board Member support for Board Meetings (i.e. agenda, minutes, notices)
  • Coordinate communication efforts and other administrative functions as necessary

This is a sampling of duties. Other tasks, responsibilities and duties may be assigned as needed.


  • Minimum of two years’ experience providing administrative support preferably in a Development or Foundation Office.
  • High school diploma and some college preferred
  • Proficient in Raiser’s Edge, Access, Excel, Word, PowerPoint, , Outlook, Adobe Photoshop and other programs as needed
  • Ability to multi-task, work independently and make responsible judgment calls.
  • Ability to work effectively with other employees, departments heads, representatives of other agencies and the general public.
  • Excellent and professional telephone manner, interpersonal skills, confidentiality.
  • Ability to write using proper grammar and punctuation
  • Ability to work effectively with Diocesan employees, departments heads, representatives of other agencies and the general public.
  • Ability to respect confidentiality and consistently exercise discretion and good business judgment
  • Available to work occasional evenings or weekends as required.
  • Typing ability of 40 wpm.
  • Knowledge of Catholic faith, practicing Catholic preferred
  • Must possess a valid Florida driver’s license and reliable transportation

Physical Requirements

  • Occasional light lifting and carrying of under 15 pounds
  • Occasional moderate carrying and lifting of 15 – 44 pounds
  • Frequent use both hands and fingers (i.e. typing)
  • Frequent extended periods of sitting
  • Occasional periods of standing, kneeling and climbing
  • Occasional ability of minimal hearing (i.e. loud noises, sirens) and routine hearing (i.e. listening to others in conversation)
  • Occasional time spent working closely with others

How to apply :

To apply, download and complete the "Employment Application" from the following link:

Please forward the employment application, resume, salary requirements and list of references to the attention of Gretchen Wood, Human Resources Coordinator

Via US Mail: Diocese of Palm Beach

9995 North Military Trail

Palm Beach Gardens, FL 33410-9650

Via Fax: (561) 775-9575

Via Email:

Apply Now

Location On Map

Similar Jobs