Business Administrator / Administrative Assistant
Overall Responsibilities
This position is responsible for office administration, maintaining records, assisting with bookkeeping, and supporting the Executive Director.
Reports to: Executive Director
Key Duties and Responsibilities
Office Administration
- Handle reception duties: answer and direct phone calls, greet visitors.
- Maintain and manage office supplies and some vendor accounts.
- Organize incoming and outgoing mail, ensuring proper routing of communications.
- Compose routine correspondence, including donor thank-you letters, fundraising solicitations, and event communications.
- Maintain electronic and paper files for records such as insurance, tax documents, and certifications.
- Monitor and order office and cleaning supplies as needed.
Bookkeeping Support
- Assist with accounts receivable and payable using QuickBooks (training provided if needed).
- Prepare and send invoices for students and third-party payers; track payments and resolve discrepancies.
- Reconcile monthly bank statements and credit card transactions.
- Process donations and prepare receipts for donors.
- Create and manage cash boxes for events and reconcile transactions.
Support for the Executive Director
- Maintain donor records and assist with donor communications.
- Provide administrative assistance for major fundraising events.
Event Support
- Other duties as assigned, up to and including:
- Help plan and execute events, including facility setup, attendee check-in, and other logistical tasks.
- Serve as a welcoming host for event participants.
Qualifications
- Strong computer literacy, including familiarity with Microsoft Office (Word, Excel, Outlook).
- Proficiency in QuickBooks is desired but not required; training will be provided.
- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Ability to manage multiple tasks efficiently in a team environment.
- Capacity to engage respectfully and effectively with individuals from diverse backgrounds, including varying abilities and needs.
Position Details
- Hours: 25–30 hours per week.
- Compensation: Starting at $15/hour, with a higher wage negotiable based on experience.
To apply please submit a cover letter and resume to Executive Director, Kristin Jenders at executivedirector@donnalexa.org
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