Program and Operations Assistant

Job Overview

The Friends of GTM is seeking a detail-oriented, proactive, and creative Program and Operations Assistant to support our mission-driven organization. This role provides essential administrative, programmatic, marketing, and event coordination support to enhance the operations and visibility of Friends of GTM.

The ideal candidate will be a skilled multi-tasker with at least five years of relevant professional experience, strong communication abilities, demonstrated social media and marketing skills, and technical proficiency in key software platforms. Experience with Constant Contact is required, and familiarity with DonorPerfect, QuickBooks, and Canva is a strong plus.

This is a highly collaborative position that supports both the operational and outreach goals of the organization.

Key Responsibilities

Administrative Support

• Perform general administrative duties, including answering phones, managing email correspondence, and supporting daily office operations.
• Maintain office supplies, organize documentation, and ensure smooth internal workflows.
• Handle post office mailings, incoming and outgoing correspondence, and maintain organized filing systems.
• Complete banking deposits and assist with additional financial-related errands.

Financial & Database Management

• Assist in tracking and managing budgets for events, programs, and projects.
• Process financial transactions, invoices, reimbursements, and maintain accurate financial records.
• Record and manage data in Friends of GTM’s CRM database, donor management systems, and other record-keeping platforms.
• Experience with DonorPerfect preferred; experience with QuickBooks is a plus.

Marketing, Communications & Social Media

• Lead and support social media content creation, scheduling, engagement tracking, and brand consistency across platforms (Facebook, Instagram, and others).
• Develop or assist in the creation of promotional materials, event flyers, digital campaigns, and marketing collateral using Constant Contact and Canva.
• Collaborate with team members to strengthen the organization’s online presence and outreach strategy.
• Assist with preparation of presentations and visual materials for community engagement and donor outreach.

Meeting Support

• Schedule and organize board and committee meetings, including preparing agendas, arranging AV equipment, and taking minutes as needed.

Event Coordination

• Plan, organize, and execute Friends of GTM events and programs, including outreach events, fundraisers, educational workshops, volunteer programs, and special gatherings.
• Coordinate logistics, manage schedules, communicate with vendors, track event budgets, and ensure smooth event operations.

Qualifications

• Minimum of five years of relevant professional experience in administrative support, communications, marketing, nonprofit operations, or related fields.
• Experience with Constant Contact is required.
• Experience with DonorPerfect, QuickBooks, and Canva is strongly preferred.
• Proficiency in database management, Microsoft Excel, PowerPoint, and general office software.
• Proven ability to manage multiple tasks, meet deadlines, and maintain high accuracy and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and collaboratively, with a proactive and solutions-oriented approach.

Pay: $22.00 - $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have experience with Constant Contact and/or social media marketing?

Experience:

• Administrative: 5 years (Preferred)

Work Location: Hybrid remote in Ponte Vedra Beach, FL 32082