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Administrative Assistant

Position: Administrative Assistant                             

Department:  Administration

Reports to:  Vice President, Human Resources and Compliance

Status:  Full time, non-exempt


The Administrative Assistant will primarily provide clerical support to The League’s administrative departments including Finance, Development, Marketing, and Human Resources.  Under the direction of the VP, HR and Compliance, the Administrative Assistant will work to contribute to the vitality of the organization by strengthening relationships with clients, staff, applicants and donors, streamlining processes, researching and identifying new opportunities, and promoting the organization’s mission and values to external stakeholders.


Essential Duties and Responsibilities:

  • Maintain the DonorPerfect database and ensure that all philanthropic gifts are accepted, recorded, receipted and reported in a timely and accurate manner.

  • Maintain a system for storing, organizing and managing each donation and acknowledgement.

  • Draft, prepare and distribute general correspondences and customized thank you letters.

  • Assist the finance office with entries, monthly reconciliations and yearly audits.

  • File and organize records for staff, temps and volunteers to ensure compliance and consistency.

  • Maintain a high level of confidentiality and professionalism at all times.

  • Maintains flexibility and the ability to prioritize in regards to job duties and enhancements to current processes and procedures.


Other Duties and Responsibilities:

  • Assist with donor stewardship activities.

  • Prepare mailing lists and compile reports as requested.

  • Assist in coordination of special events as needed.

  • Assist with coverage for Front Desk Receptionist.

  • Maintain marketing/development supply closet and marketing material inventory, keeping accurate records of supplies on-hand and fill marketing orders as needed.

  • Additional responsibilities as assigned.

Educational and/or Experience:

  • High School Diploma or equivalent required.  Some college preferred.

  • Past administrative support experience required.

  • Must have a solid background in Microsoft Office and the ability to quickly learn and manipulate new software.

  • Excellent communication, customer service skills, professionalism and attention to detail.


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