Foundation Administrative Assistant

JOB DESCRIPTION

Foundation Administrative Assistant

CLASSIFICATION Year-round; Full-time 

FLSA Non-Exempt

REPORTS TO: Foundation Administration & Grants Manager

LOCATION Park City, UT

TRAVEL <5%

SUMMARY / OBJECTIVE 

The Foundation Administrative Assistant provides essential administrative support to the Foundation team, ensuring accurate and timely processing of gifts, donor acknowledgments, and database updates. This role supports all aspects of donor relations, data management, and event logistics to enhance the efficiency and success of the Foundation’s fundraising initiatives. This position reports to the Foundation Administration & Grants Manager and works closely with Finance, Events, and Development staff to maintain donor information and provide exceptional service to supporters.

This is a full-time position eligible for our full benefits package including medical insurance and retirement. For inquiries or help with your application, please email HR@usskiandsnowboard.org.

About Us:

U.S. Ski & Snowboard is committed to lead, encourage, and support athletes in achieving excellence and making the United States of America the Best in the World in Olympic skiing and snowboarding.  We are committed to fostering, cultivating and maintaining a culture of diversity, equity, and inclusion by creating an environment in which diversity is valued, equity is striven for, and inclusion is embraced.

ROLES & RESPONSIBILITIES

Athlete Experience

• Assist with athlete-related logistics at donor events or Foundation functions as needed. 

Operational Excellence

• Enter and process donations and pledges in Salesforce (NPSP) accurately and promptly.
• Prepare and distribute acknowledgment letters, pledge reminders, and receipts.
• Maintain donor records and ensure database accuracy and completeness.
• Assist with reconciliation of donations with Finance and prepare reports as requested.
• Coordinate logistics and administrative support for Foundation events and meetings.
• Assist with scheduling, materials, and minutes for Foundation Board of Trustees meetings.
• Manage vendor invoices, purchase orders, and expense processing within established timelines.
• Maintain accurate donor files for individuals, foundations, and corporations; ensure documentation standards and data integrity.
• Serve as the Foundation’s point of contact for Salesforce and reporting needs.

Financial Performance

• Deliver weekly and monthly fundraising performance reports and forecasts to Foundation and Revenue leadership.
• Partner with Finance to ensure proper reconciliation, audit preparation, and clean records throughout the year.

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.

COMPETENCIES & EXPERIENCE

• Associate’s or Bachelor’s degree in Administration, Business, Communications, or related field preferred.
• 1–2 years of administrative experience, ideally in a nonprofit, development, or fundraising environment.
• Familiarity with Salesforce (NPSP) or comparable donor database systems.
• Excellent organizational and written communication skills.
• Ability to handle multiple priorities and deadlines effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong attention to detail and customer-service orientation.

PREFERRED QUALIFICATIONS

• Passion for the mission of the U.S. Ski & Snowboard Team and a commitment to advancing sustainability and community engagement in sports.
• Prior experience in U.S. sport and / or the winter sports industry.
• Ability to work collaboratively with diverse internal and external stakeholders.
• Self-starter with a high degree of initiative and professionalism.

ESSENTIAL FUNCTIONS

This job generally operates in a professional office environment. This role routinely requires effective communication with others using common telecommunications equipment and computer equipment. Must be able to read, examine, and organize documents written in English. May require the ability to sit, stand, and walk around for extended periods of time. May require work on weekends, nights, holidays, and on-call basis.

U.S. SKI AND SNOWBOARD EEO STATEMENT

U.S. Ski & Snowboard is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by applicable federal, state or local laws and ordinances. U.S. Ski & Snowboard's management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.