Job Description

Job Description

Job Description

Looking for a full-time administrative role where your skills directly support families, volunteers, and life-changing programs?

Administrative Assistant

Salary: $60,000 annually
Hours: Full-time (40 hours per week)

Position Overview

The Administrative Assistant plays a vital role in supporting daily operations by providing comprehensive administrative and organizational support to executive leadership. This position serves as a key point of contact for families, volunteers, and external partners. The ideal candidate is organized, compassionate, adaptable, and able to step in wherever needed to ensure smooth operations.

Key Responsibilities

Administrative & Office Support

• Answer incoming phone calls and provide general information

• Manage internal and external correspondence, including newsletters, acknowledgements, and mailings (with volunteer support)

• Maintain office files, archives, and documentation

• Manage office equipment upkeep and coordinate repairs as needed

• Sort, distribute, and prepare incoming and outgoing mail, including email (with volunteer support)

• Maintain the main office calendar and scheduling updates

Applicant & Family Support

• Process, manage, and coordinate applications for financial assistance

• Communicate frequently with applicants and families with empathy and professionalism

• Participate in weekly calls with applicants and families; prepare notes when volunteers are unavailable

• Prepare applicant and family bill payments for coordination with the Bookkeeper

Executive & Organizational Support

• Provide daily updates, accomplishments, and issues to executive leadership

• Assist with coordinating meetings, preparing agendas, and recording meeting minutes

• Support executive leadership with additional duties as assigned

Volunteer & Event Coordination

• Reference volunteer work schedules and assign tasks as needed

• Assist with coordinating fundraising and community events

• Provide updates and activities of note to communications/media for website and social media content

Data & Reporting

• Update and maintain Excel spreadsheets as directed

• Track schedules, documents, and operational updates accurately

Required Knowledge, Skills & Abilities

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Knowledge of general office equipment (copiers, fax machines, scanners)

• Strong organizational and time-management skills

• Ability to communicate with families with empathy, compassion, and professionalism

• Ability to work independently and collaboratively as part of a team

• Alignment with organizational values centered on service and compassion

Education Requirements

• High School Diploma or equivalent required

• Associate’s or Bachelor’s degree preferred

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