Administrative Assistant & Events Coordinator

Summary:

The Administrative Assistant & Events Coordinator is responsible for providing key administrative support to the Chief Advancement Officer and planning and executing events that support the organization’s mission and advancement efforts. This position ensures the smooth coordination of fundraising, donor engagement, and advocacy-related events. The ideal candidate is detail-oriented, highly organized, and passionate about environmental advocacy.

Essential Functions:

Administrative Support:

• Provide direct administrative assistance to the CAO, including scheduling meetings, preparing presentations, and handling correspondence.
• Maintain donor records and track fundraising activities in the organization’s database.
• Assist with grant applications, donor acknowledgments, and sponsorship outreach.
• Manage travel arrangements and expense reports for the CAO.
• Prepare materials for board meetings, fundraising initiatives, and special projects.

Event Coordination:

• Plan, organize, and execute fundraising, donor cultivation, and advocacy-related events, both in-person and virtual.
• Develop event timelines, budgets, and logistics to ensure seamless execution.
• Coordinate with vendors, venues, sponsors, and volunteers.
• Manage event registration, guest lists, and follow-up communication.
• Assist in creating event marketing materials, including invitations, programs, and social media content.
• Track event metrics and prepare reports to evaluate success and areas for improvement.

Donor & Stakeholder Engagement:

• Support donor stewardship efforts by coordinating thank-you letters, appreciation events, and impact reports.
• Liaise with key stakeholders, including corporate sponsors, foundations, and community partners.
• Assist in maintaining communication strategies to engage donors and supporters.
• Other duties as assigned.

Authorities:

• Make decisions on event logistics, including venue selection, catering, and vendor contracts (within budget and approval limits).

Competencies:

• Strong organizational and project management skills with the ability to multitask.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, donor management software, and event platforms.
• Ability to work independently and collaboratively in a fast-paced environment.
• Passion for environmental advocacy and nonprofit work.

Required Education and Experience:

• Bachelor’s degree in nonprofit management, communications, business administration, or a related field (or equivalent experience) and 2+ years of experience in administrative coordination/support, event planning, fundraising, or nonprofit administration.
  OR
  Associates degree in a related field and 4 + years of experience in administrative coordination/support, event planning, fundraising, or nonprofit administration.
Valid driver’s license with clean driving record.

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Preferred Education and Experience:

• Experience working with a CRM (Every Action experience is a plus)
• Experience working with Asana
• Knowledge of fundraising principles and nonprofit development strategies.
• Experience in marketing, social media, or public relations.

Work Environment

The position operates in a professional office environment located in Charleston, SC.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand, walk, sit, use hands, and climb stairs. The employee must occasionally lift and/or move up to 25 pounds.

Travel

Some travel may be required for off-site events and donor meetings in Charleston, Columbia, North Coast Area, and South Coast Area.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Other duties may be required in the job as requested by the Supervisor.

Benefits

The Coastal Conservation League offers a competitive suite of benefits, including medical, dental and vision insurance; short- and long-term disability; life insurance, 403(b) retirement and generous paid time off policies.

Equal Opportunity

Cultivating a diverse and inclusive team is an essential component of the Conservation League’s commitment to advancing equity. Candidates of all backgrounds are encouraged to apply.

The Coastal Conservation League is an equal opportunity employer. The Conservation League does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit, and business need.