Administrative Assistant

BIG BROTHERS & BIG SISTERS OF • West Bend, WI • 3h ago

JOB REQUIREMENTS: The Administrative Assistant reports to the Executive Director and plays a vital role in supporting the daily operations of our non-profit organization. This position provides administrative and clerical support to ensure efficient office functioning and assists leadership, staff, and stakeholders in achieving the organization\'s mission. The Administrative Assistant will be responsible for managing communications, scheduling, record-keeping, basic accounting and general office duties while maintaining a high level of professionalism and confidentiality. Key responsibilities include: Acts as the first point of contact for guests, clients, and vendors, ensuring a welcoming and professional environment. Manages files, agency forms, and keeps databases updated and organized. Creates, delivers, and updates agency reports to inform strategic decisions. Processes, tracks, and sends receipts for gifts, grants, and fundraising sponsorships. Tracks and coordinates all vendor contracts and relationships. Manages facility, equipment, and supply needs. Provides basic accounting and finance support to ED. Coordinates, and assists in planning fundraising events, and organize and update accurate fundraising records, including learning and working in PledgeIt, the agency\'s fundraising platform. Provides secondary support on program related projects, including engagement activities with guidance from the Program & Activities Director. Assists with enrollment inquiries & background checks. Assists with social media accounts and agency newsletter. Other duties as assigned. ** OTHER EXPERIENCE AND QUALIFICATIONS: Key responsibilities include: Acts as the first point of contact for guests, clients, and vendors, ensuring a welcoming and professional environment. Manages files, agency forms, and keeps databases updated and organized. Creates, delivers, and updates agency reports to inform strategic decisions. Processes, tracks, and sends receipts for gifts, grants, and fundraising sponsorships. Tracks and coordinates all vendor contracts and relationships. Manages facility, equipment, and supply needs. Provides basic accounting and finance support to ED. Coordinates, and assists in planning fundraising events, and organize and update accurate fundraising records, including learning and working in PledgeIt, the agency\'s fundraising platform. Provides secondary support on program related projects, including engagement activities with guidance from the Program & Activities Director. Assists with enrollment inquiries & background checks. Assists with social media accounts and agency newsletter. Other duties as assigned. Successful candidates will meet the following qualifications: Proven ability to organize data and reports. Capable of working cross-functionally to support the entire team. Excellent customer service and written and verbal communications skills. Attention to detail and solid project management skills. 1+ years of experience in nonprofit, project or office management is preferred. Accounting/finance and data management experience is a plus. Knowledge of Office 365, especially Microsoft Word & Excel is required. Knowledge of QuickBooks is a plus. Be open to learning new software such as PledgeIt, QuickBooks, Matchforce, and a CRM. Agency Requirements: Each year the agency holds events that typically fall after normal office hours. These events may be mandatory for all staff. For scheduling purposes, you will be notified of the dates as early as possible. These events may include but are not limited to the following: Bowl for Kids\' Sake - February Golf for Kids\' Sake - June Golf Marathon - September As an employee of the Big Brothers Big Sisters Team, you may be required to attend other agency-related activities, meetings and events as deemed necessary. ** APPLICATION INSTRUCTIONS: E-Mail a Rsum: heidis@bbbswashco.org

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