Job Opening - Administrative Assistant
Reception:
· Prays for staff, ministries, students, board, volunteers, donors and the organization.
· Manage incoming calls and phone system and pick up messages daily
· Keep telephone system updated with current messages & after-hour messages
· Maintains/orders office & kitchen supplies & office equipment (computer, phones, US stamps, ink, envelopes, stationery, business cards within budget
· Maintain professional relationship with vendors
· Manage Hiring Process according to Hiring Process Flow Chart – follow up with file completion
· General office tasks – organizing courier, copying, scanning, pick up mail
· Create and maintain efficient electronic and hard copy filing systems; maintaining accurate data on Salesforce; create and distribute memos, provide purchase receipts to bookkeeper
· Maintain office organized – storage room, offices & meeting rooms, kitchen, work room
· Process background checks for staff
· Process checks and cash donations for bank deposits with help from bookkeeper
Executive Director Relations:
· Logistical support and follow up as needed to ED and Donor Relations Liaison
Board Relations:
· Keep Board information and roster current
· Prepare board packets, order food and setup room for meetings.
Staff Relations/Communications:
· Provide support to ministry personnel with administrative tasks such as filing, travel arrangements, prayer letters, labels, lists and other administrative duties
Provide staff with receipts and mailing materials (envelopes, stamps)
· Coordinates volunteers for mailing and office projects
· YFC Impact/National Compliance - administrative area
· Maintain staff roster current
· Staff meeting reminders
· Manage office volunteers as needed
Donor Relations:
· Maintain professional and friendly communications with donors as needed
· Maintain correct donor information on database from incoming mail
· Provide donor contact info to ED and Donor Relations Liaison as needed
Facility Usage:
· Maintain facility calendar current
· Refill supplies in bathrooms and kitchen
· Assist office staff with garbage removal, cleanliness
Mailings:
· Order all supplies needed for mailings (stamps, letterhead, envelopes)
· Communicate with printing companies as needed
· Print and stuff letter for mailing
· Pick up and drop off mail at the Post Office
· Meetings & Events (Staff meetings, Christmas Party, etc)
· Send Reminders / Invitations via email, phone and texts
· Organize Food and Set Up
· Prepare agendas and all documents necessary for meetings and per ED
· Distribute and update calendar
· Work events as instructed by Event Coordinator
Position Requirements
Knowledge & Skills
- In depth knowledge of YFC mission, philosophy, values and objectives.
Education & Experience
- 3-5 years in Customer Service environment with two years in supervision.
On the Job Training
- MSO365 Administrative Tools, Salesforce
Equipment & Software Utilized
- MSO365, Outlook, Salesforce, GivingFuel
Travel Requirements
- Some travel required
Benefits
- 40 hours of paid vacation
- 48 hours of paid sick leave
- Tickets at Work
- Eligible for 403(b)
- Training