Administrative Associate

Job Type

Full Time




United States


The Opportunity

Breakthrough is seeking a dedicated Administrative Associate who will work closely with staff across the organization to develop, implement, and improve efficient systems and workflows for our team. This person will be responsible for ensuring Breakthrough’s office infrastructure and systems are set up to be responsive to the needs of our local and remote team members, donors, and affiliates. The Administrative Associate is detail-oriented, able to identify and resolves issues efficiently and independently, and thrives in a fast-paced, collaborative setting. This full-time position reports to the Managing Director of Operations and is based at our National Office in Oakland, CA.


  • Enter, update, and maintain accurate information in Breakthrough’s Salesforce database, proactively working to ensure that all relevant materials and information are captured in the system appropriately
  • Support logistics for all events, including venue and vendor coordination, attendance tracking, supply procurement, materials creation, and day-of logistics management
  • Manage donor correspondence including acknowledgement letters, tax receipts, & pledge reminders
  • Assist in creating and updating collateral including PowerPoints, handouts, and newsletters
  • Assist in preparing monthly expense reports and other financial data entry as requested
  • Coordinate outgoing mailings and process incoming mail appropriately
  • Provide organizational support to the executive management team, including meeting coordination
  • Assist in preparing for and executing successful quarterly board meetings, including the collection and creation of the pre-read and consent agenda materials
  • Monitor organizational inboxes and voicemails and respond to and route messages appropriately
  • Assist with donor prospect research as required
  • Other administrative duties as required



  • Bachelor’s degree required
  • Excellent written and verbal communication skills
  • Keen attention to detail without letting the perfect be the enemy of the good
  • Excellent organizational skills and ability to juggle and prioritize multiple responsibilities
  • Demonstrated ability to identify and resolve issues efficiently and work independently
  • Skilled with data entry and management
  • Ability to establish positive relationships with colleagues and external constituents and to maintain the highest level of confidentiality at all times
  • Experience with fundraising and donor management desired
  • Must be highly skilled with Microsoft Office and Google suites
  • Familiarity with Salesforce’s Nonprofit Success Pack, MailChimp, and WordPress highly desired
  • Familiarity with creative presentation and graphic design tools such as InDesign a plus
  • Ability to work full time in the Oakland, CA office required


The compensation for this position is commensurate with experience and expertise. We offer competitive health benefits, a 401k retirement contribution, and a generous paid time-off policy. Most importantly, we offer the opportunity to work with an amazing group of smart, dedicated, and fun people!

Professional Level

None specified

Minimum Education Required

4-year degree

How To Apply

Please submit a thoughtful cover letter and resume that outlines how your skills and experiences meet the qualifications of the position through this URL: 

While applications will be reviewed on rolling basis, preference will be given to qualified candidates submitting materials by August 17, 2018.