Principal Gifts Administrative Assistant

Location: Santa Clara, CA

The Principal Gifts Administrative Assistant will have the opportunity to work with executive-level administrative staff supporting the President, Provost, Vice Presidents and other administrators. Additionally, this is a strategic role to enhance donor and donor prospect relationships toward our client’s ultimate mission as a culture of service.


  • Complex calendar management including scheduling and logistics of meetings, visits and events. May include travel accommodations and arrangements.
  • Independently prioritize calendar activity requests and effectively and respectively coordinate with a range of individuals.
  • Prepare specialized briefing materials for donors and donor prospects for use by the President and President’s Staff and other executives as needed.
  • Assist in the editing of correspondence, briefings, proposals and reports.
  • Collaborate with other departments in the planning and implementation of unique events expressly tailored to the interests of the very highest capacity prospects/donors.
  • Interact responsively, intelligently and cordially with the Principal Gift constituents.
  • Capture and record Principal Gift activities, prospect information, and other interactions with prospects/donors in the donor database
  • Routinely run reports and gather information
  • Create and maintain prospect files with up-to-date information on progress toward prescribed strategies.
  • Monitor and manage accuracy of performance and activity reports.
  • Other projects and duties assigned


  • Strong working knowledge and understanding of fundraising and donor relation’s concepts, principles, procedures and techniques.
  • Demonstrated skill and experience with Google calendar and G-mail or similar application; advanced skills in MS Excel and Word. Ability to execute complex database processes.
  • Experience with relational database.
  • Knowledge of budgetary procedures.
  • Excellent written and oral communication skills
  • Ability to conduct and analyze research.
  • Demonstrated interpersonal skills and the ability to collaborate, build alliances, and achieve results within a population that may possess competing interests, opinions, and/or expectations.