CB009
Located in Utica, NY
Pay: $20.00 - $23.00
Job Full Description
A Non-Profit organization is seeking a detail-oriented and proactive Administrative Assistant to support the Executive Director, ensuring seamless coordination of both internal and external engagement. This role supports mission delivery by managing communications, helping with program and board administration, and fostering strong relationships with donors, partners, and volunteers.
· Manage the ED’s calendar, filtration/prioritization of meetings.
· Draft, proofread, and send internal and external communications, ensuring accurate representation of the mission.
· Prepare detailed agendas, meeting minutes, and follow-ups for board gatherings.
· Support board management by compiling materials, coordinating schedules.
· Maintain accurate records, filings and confidential documentation.
· Track board action items and ensure timely progress toward decisions.
· Collaborate with program staff to schedule key activities and events.
· Coordinate logistics for webinars, fundraising campaigns, volunteer initiatives, and community events.
· Track follow-ups and deliveries tied to the ED’s role in program oversight.
· Collaborate with program staff to schedule key activities and events.
· Coordinate logistics for webinars, fundraising campaigns, volunteer initiatives, and community events.
· Track follow-ups and deliveries tied to the ED’s role in program oversight.
· Assist with donor acknowledgement letters, event invitations, and logistics.
· Help maintain and organize stakeholder lists; support CRM data maintenance.
· Oversees procurement of office essentials and materials for events.
· Organize filing systems, manage records (digital and paper), and maintain internal databases.
· Support light bookkeeping – e.g. expense tracking and reimbursements.
· Participate in mission-focused initiatives-fundraising campaigns, program research, outreach efforts.
· Take ownership of discrete projects as delegated by the ED.
Qualifications:
· Proven administrative background supporting executive leadership (ideally in nonprofits).
· Strong written and verbal communication; comfort interfacing with board members, donors, clients.
· Exceptional organizational and prioritization skills-capable of multi-tasking in a fluid nonprofit environment.
· Sound judgement and discretion handling confidential information.
· Proficiency with Microsoft Office and Google Workspace.
· Meticulous attention to detail, follow-through, ability to anticipate executive needs.
· Team-oriented mindset, adaptable, and mission-driven.
· Previous experience in nonprofit settings or familiarity with fundraising processes a plus, not required.
· Basic event planning or volunteer coordination experience.
· Empathy, cultural sensitivity, and strong relational aptitude in community engagement settings.
· Excellent communication skills.
Utica-Rome, NY
2747
118 Columbia Street
Suite 103
Utica, NY 13502
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