Administrative Assistant
A Wausau area non-profit organization is seeking an organized, friendly, and detail-oriented Administrative Assistant to join our team. Candidates must be welcoming, adaptable, and willing to pitch in where needed. A mature, organized individual who can manage multiple priorities effectively is essential for this role.
Position Summary
The Administrative Assistant plays a vital role in supporting the mission of our Wausau area non-profit organization to enhance the quality of life in our region. This role provides critical administrative support to the President/CEO, VP of Finance and Administration, and other staff members. Responsibilities include data management, ensuring efficient office operations, and serving as an ambassador for the organization.
Key Responsibilities
Support
- Assist the President/CEO with correspondence, reports, scheduling, and calendar management.
- Provide support to the VP of Finance and Administration by processing credit card statements and assisting with report and audit preparation.
- Assist all staff with scheduling and meeting correspondence.
Board of Directors Support
- Prepare and distribute agendas, board packets, and meeting minutes.
- Attend board and executive committee meetings, record minutes, and follow up on action items.
- Coordinate board and committee meetings, including scheduling, meeting room preparation, and catering.
- Oversee the annual collection of compliance forms for board members.
Information Entry and Processing
- Process and acknowledge gifts accurately and promptly.
- Enter and manage invoices and fund grants in the financial system, ensuring accuracy in data entry.
- Handle donor inquiries and adjustments related to gifts.
- Create and manage event-related campaigns.
Office Administration
- Welcome visitors and provide excellent customer service at the reception desk.
- Manage incoming and outgoing mail and correspondence.
- Answer and route incoming phone calls, managing the Ring Central system.
- Maintain compliance-related documents and standards.
- Update and manage Board and Committee portals.
- Oversee office supplies, ensuring adequate stock and organization.
- Set up and clean conference rooms for meetings.
Database Management
- Maintain the integrity of the donor database by regularly updating records.
- Identify opportunities to enhance database processes and implement improvements.
- Scan and organize foundation documents and reports electronically.
Technical Proficiency
- Must have data entry experience and a willingness to learn.
- Knowledge of CommunitySuite is not required; training will be provided.
- Utilize Microsoft Office 365 effectively for administrative tasks and communication.
- Exhibit strong written and verbal communication skills to interact professionally with diverse stakeholders.
Qualifications
- Mission-Driven: Willingness to learn about and support the organization's mission and goals.
- Technical Skills: Proficiency in Microsoft Office Suite and aptitude for learning organization-specific software.
- Organizational Abilities: Strong multitasking skills with attention to detail and deadlines.
- Communication: Professional interpersonal, written, and oral communication skills.
- Adaptability: Flexible to evolving needs; able to work independently and collaboratively.
- Confidentiality: Maintain strict confidentiality of sensitive information.
- Diversity Awareness: Sensitive to diverse constituencies, including various ages, races, income levels, and interests.
Work Environment
- Full-time, non-exempt, in-person position during standard business hours.
- The standard work week is 36 hours, including a half day on Fridays.
- Occasional local travel and light physical tasks may be required.
Education and Experience
- Associate's Degree or demonstrated office experience required.
- Accounting experience and familiarity with relational databases preferred.
Salary and Benefits
Competitive hourly salary for a 36-hour work week. Benefits include medical, dental, vision, short-term disability, long-term disability, group life insurance, paid time off, and company match on 401K contributions.