Position:Philanthropy Administrative Assistant
Status:Full-time; FLSA Hourly Non-Exempt
Department:Philanthropy
Reports to:Sr. Operations Manager
POSITION OVERVIEW
Located along the Space Coast in Melbourne, Florida, the Brevard Zoo is an AZA-accredited facility with a diverse collection of over 900 animals representing nearly 200 species. It is also home to the Sea Turtle Healing Center for rehabilitation of wild marine turtles. Brevard Zoo is well-known for its strong conservation ethic and unique attractions, such as kayaking through the Africa area, giraffe feeding, and rhinoceros and various other animal encounters.
The Philanthropy Administrative Assistant provides essential administrative and data support to help keep fundraising operations running smoothly. This entry-level position focuses on routine tasks that support accurate donor and gift records, supports donor communications and events, assists with departmental logistics, and contributes to the smooth day-to-day functioning of the department.
QUALIFICATIONS
REQUIRED:
•1–2 years of experience in an office, nonprofit, or data-related role (internships or volunteer work welcome).
•Strong attention to detail and organizational skills.
•Comfortable working with spreadsheets and learning new systems.
•Reliable, collaborative, and eager to learn about nonprofit fundraising and data operations.
PREFERRED/DESIRED:
•Familiarity with CRM or donor databases (Raiser’s Edge NXT, Salesforce, etc.) is a plus.
•Interest in nonprofit operations, fundraising systems, or data management.
•Basic understanding of donor engagement or fundraising processes.
PERFORMANCE RESPONSIBILITIES
ESSENTIAL FUNCTIONS:
Operations & Data Support (75%)
- Enter, update, and maintain donor and gift information in the database.
- Perform routine data review and cleanup to support accuracy and consistency.
- Assist with donor mailings, acknowledgments, and other communications.
- Support invoice processing and basic departmental recordkeeping.
- Prepare and reconcile constituent data for events and engagement activities, ensuring accurate tracking of donor participation and interactions.
- Assist with event preparation, including RSVP tracking, nametag creation, and assembly of event materials.
- Prepare name tags and related materials for donor events, meetings, and other engagement activities.
- Assist with special projects and other operational tasks as assigned.
General Office & Team Support (25%)
- Provide administrative support to the Philanthropy team.
- Manage calendars, schedule meetings, and coordinate basic logistics.
- Prepare correspondence, reports, and meeting materials.
- Maintain organized digital and physical files.
- Monitor, order, and maintain department office supplies.
- Answer and route phone calls and email inquiries.
- Assist with other duties as assigned in support of departmental goals.
KNOWLEDGE, SKILLS AND ABILITIES:
- Ability to multi-task and manage the completion of multiple projects, often with shifting priorities.
- Excellent interpersonal skills and high emotional intelligence, with an ability to develop and maintain long-term, productive relationships internally and externally.
- Proficiency in the use of CRM.
- Strong proficiency and experience in the full suite of Microsoft Office programs (Word, Excel, Power Point, Outlook).
- Meticulous attention to detail.
PHYSICAL DEMANDS/WORK ENVIRONMENT
PHYSICAL REQUIREMENTS:
(L) Light work
Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as frequently as needed to move objects. If the use of arm/leg controls require exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated as light work.
POTENTIAL ENVIRONMENTAL CONDITIONS/HAZARDS:
Indoor office environment most often with frequent movement outdoors. Exposure to extreme heat and weather conditions. Requires Sitting, Standing, Walking, Bending, Stooping, Kneeling, Finger Dexterity, Talking, Hearing, and Visual Acuity frequently.
WORK SCHEDULE:
May be required to work weekends and nights as necessary.
TRAVEL:
Occasional travel in and out of county as necessary.
The above information in this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Performance of this job will be evaluated in accordance with the Zoo’s policies on evaluation of personnel.
Equal Employment Opportunity and Non-Discrimination Statement
East Coast Zoological Society of Florida, Inc., dba Brevard Zoo, is committed to providing equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law.
We do not tolerate discrimination or harassment in any aspect of employment, including recruitment, hiring, promotion, compensation, benefits, training, transfer, termination, or any other terms and conditions of employment.
Employees and applicants are encouraged to report any concerns regarding discrimination or harassment, and retaliation for reporting such concerns is strictly prohibited.
Brevard Zoo is committed to an inclusive environment where employees are encouraged to be their authentic selves. We value the diverse qualities, perspectives, and experiences of all individuals. Join us in sharing the joy of nature to help people and wildlife thrive.
