Key Responsibilities

Office Operations & Facility Management

• Reception: Greet visitors, answer multi-line phone calls, and manage general inbound inquiries with a welcoming and professional demeanor.

• Correspondence: Sort and distribute mail, process shipping labels, and draft routine organizational correspondence.

• Supplies & Inventory: Monitor and order office supplies and programmatic materials while staying within budget.

• Equipment Maintenance: Coordinate routine maintenance and troubleshoot office equipment (copiers, printers, phone systems).

Administrative & Board Support

• Scheduling: Coordinate and schedule team meetings, maintain the master organizational calendar, and book conference rooms.

• Meeting Minutes: Record and distribute clear meeting notes for internal team updates and select committee or board gatherings.

• Filing Systems: Organize and maintain secure physical and digital filing systems, including SharePoint or Google Workspace repositories.

Finance & Donor Relations Support

• Bookkeeping Assist: Process basic accounts payable/receivable, log incoming donation checks, and prepare deposit packets.

• Data Entry: Keep CRM or donor databases accurate and up to date with new contact details.

• Acknowledgment Letters: Assist the development team by generating standard donor thank-you notes and tax receipts.

Qualifications & Skills

• Education: High school diploma required; Associate’s or Bachelor’s degree in business administration or nonprofit management preferred.

• Experience: 1 to 3 years of administrative or office coordination experience, ideally within a nonprofit or community service setting.

• Software Proficiency: Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace; familiarity with QuickBooks or basic CRM tools is a plus.

• Soft Skills: Outstanding organizational abilities, clear verbal and written communication, and strict discretion when handling sensitive or confidential information.