Administrative Assistant

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The Administrative Assistant will provide administrative and operational support to ensure the efficient functioning of the nonprofit organization. This role involves managing office tasks, maintaining records, coordinating communications, and supporting programs such as the food pantry, summer youth camp, out-of-school STEAM program, and youth leadership vocational training program.

Administrative Support:

• Perform general office duties, including answering phones, managing emails, and organizing documents.

• Maintain accurate records, files, and databases for programs and operations.

• Assist with scheduling meetings, preparing agendas, and recording minutes.

• Order and maintain office supplies and ensure the workspace is organized.

Program Support:

• Provide logistical and administrative support for program activities, including the food pantry, summer youth camp, STEAM program, and leadership vocational training.

• Assist in the preparation and distribution of program materials and communication.

• Track participant enrollment, attendance, and progress for all programs.

• Support the coordination of events, workshops, and volunteer activities.

Communications:

• Serve as a point of contact for community members, program participants, and external partners.

• Respond to inquiries via phone, email, and in-person with professionalism and courtesy.

• Assist in creating and distributing promotional materials, newsletters, and social media updates.

Data Management and Reporting:

• Compile and organize data for program evaluations and reports.

• Maintain confidentiality and accuracy in handling participant information.

• Assist in preparing grant applications and reports as needed.

Financial and Operational Support:

• Process invoices, receipts, and reimbursements in collaboration with the finance team.

• Support budget tracking for programs and office operations.

• Ensure compliance with organizational policies and procedures.

Qualifications:

• High school diploma or equivalent; associate degree preferred.

• At least 2 years of administrative experience, preferably in a nonprofit setting.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

• Strong organizational and multitasking skills with keen attention to detail.

• Excellent written and verbal communication skills.

• Familiarity with social media platforms and basic content creation is a plus.

• Ability to work independently and collaboratively in a team-oriented environment.

• Sensitivity to diverse cultures and a commitment to the organization’s mission.