Administrative Assistant

Administrative Assistant

Part Time - 30 hours/wk

Position Summary

The Administrative Assistant provides administrative support to the Chief Executive Officer, Board of Directors, and Finance Manager while coordinating day-to-day office operations. This position manages executive and board administration, office logistics, document management, information technology coordination, equipment inventory, and administrative support for finance functions that do not require accounting knowledge or financial judgment.

Essential Duties and Responsibilities

Executive & Board Administration

· Coordinate Board and committee meetings, including scheduling, agendas, meeting materials, logistics, and meeting minutes.

· Maintain official Board records, governance documents, and Board reference materials.

· Coordinate Board communications, electronic votes, recognition items, and special events.

· Support the CEO by managing executive correspondence, coordinating meetings, preparing materials, and assisting with agency-wide initiatives and special projects.

· Coordinate staff meetings, employee recognition activities, and organizational events.

Office Administration

· Receive, sort, and distribute incoming mail and prepare outgoing mail and shipments.

· Maintain office filing systems, forms, supplies, and administrative records.

· Coordinate conference room scheduling, visitors, and general office operations.

· Prepare reports, presentations, and other administrative documents.

· Maintain donor records and generate donor acknowledgment letters.

Information Technology & Equipment

· Serve as the primary liaison with the agency's IT provider.

· Maintain inventory records for computers, phones, office equipment, furniture, keys, and other agency assets, and coordinate annual inventory updates.

· Notify the Finance Manager of equipment additions, disposals, or transfers affecting fixed assets.

Finance Administrative Support

· Organi...