Administrative Associate

Job Description

JOB  DETAILS

What You Will Be Doing

This role supports the organization by preparing, organizing, and following up across key operational functions, including:

• Data and Systems Management: maintaining and updating data across CRM and financial systems, supporting data imports/exports, preparing reports, and ensuring accuracy and consistency of organizational records
• Financial Administration Support: collecting and organizing receipts, following up on missing documentation, assisting with data entry, and preparing and compiling materials for financial reviews and audits
• Development Support: maintaining donor records, processing gifts, preparing acknowledgment letters, organizing donation and grant documentation, supporting development-related events, and following up with donors as needed
• Executive Support: preparing materials for the Executive Director, coordinating meetings, organizing information, tracking expenses, and following up on outstanding items
• HR and Employee Administration: maintaining employee records, tracking key dates, and supporting onboarding and offboarding logistics
• Inbox and Information Management: monitoring shared inboxes, routing or responding to inquiries, and maintaining accurate contact lists, calendars, and internal reference documents
• Scheduling and Logistics Coordination: managing calendars, coordinating meetings, arranging travel, and supporting logistics for staff meetings, events, and organizational gatherings
• Board Support: coordinating Board meetings, preparing and distributing materials, recording and circulating minutes, and tracking follow-ups and required inputs
• Document and File Management: organizing and maintaining shared files and document systems (e.g., SharePoint), including file naming, version control, and document storage

Experience We Are Looking For

• Background in an administrative, operations, or support role, ideally within a nonprofit or mission-driven organization
• Ability to manage multiple tasks and deadlines, stay organized, and follow through consistently and persistently on outstanding items and missing information
• Strong organizational skills and attention to detail, particularly when working with data, records, or documentation
• Comfort working across multiple systems (e.g., CRM, spreadsheets, document management tools) and maintaining accurate, up-to-date information
• Experience supporting day-to-day administrative functions such as scheduling, document management, or coordination across teams
• Comfort coordinating logistics such as meetings, travel, or events
• Familiarity with financial or operational administrative tasks, such as tracking expenses or organizing documentation
• Strong written and verbal communication skills, including the ability to draft, proofread, and format documents
• Ability to work independently and collaboratively in a remote environment, with a responsive and dependable approach to team support
• Discretion and care in handling sensitive or confidential information
• Proficiency in Microsoft Office and Office 365 tools (Excel, Word, Outlook, Teams, SharePoint), or the ability to quickly learn new systems
• Experience supporting fundraising or development activities, such as donor data management, gift processing, acknowledgment letters, or event coordination, is a plus

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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