Administrative Assistant

Administrative Assistant Overview

• The Administrative Assistant Temp role offers an opportunity to provide essential support in a dynamic and fast-paced environment.
• Assist with gala preparation and post-event administrative tasks, ensuring smooth operations and accurate record management.
• Work in a hybrid setting with occasional in-person days for events and meetings.
• Collaborate with the team to manage donor communications, invoicing, and payment tracking processes.
• Contribute to maintaining accurate CRM records and generating reports for organizational needs.
• Support office management tasks, including filing, supplies management, and recordkeeping.
• Provide proactive administrative support to ensure seamless execution of organizational goals.
• Opportunity for potential conversion to a permanent role based on performance.

Administrative Assistant Key Responsibilities & Duties

• Reconcile gala revenue by matching tables, tickets, sponsorships against payments received.
• Send invoices to sponsors and table buyers, track due dates, and issue reminders.
• Log incoming checks, manage deposits, and maintain accurate payment records.
• Coordinate vendor payments and gala expenses with the accounting team.
• Prepare and send donor acknowledgments, including thank-you letters and tax receipts.
• Manage executive calendars, schedule meetings, and organize documents and files.
• Prepare agendas, materials, and minutes for board and committee meetings.
• Handle correspondence with donors and the board, ensuring timely responses.
• Perform basic office management tasks, including supply management and recordkeeping.

Administrative Assistant Job Requirements

• Bachelor of Arts (BA) degree required, with a focus on administrative or related fields preferred.
• Minimum of 1 year of experience in administrative roles; 2 years preferred.
• Proficiency in CRM systems and Microsoft Office Suite for data management and reporting.
• Strong organizational skills to manage multiple tasks and deadlines effectively.
• Ability to work in a hybrid environment with occasional in-person requirements.
• Excellent communication skills for donor and board correspondence.
• Proactive and adaptable, capable of picking up tasks quickly in a fast-paced setting.
• Experience with event support and post-event administrative tasks is a plus.