Administrative Assistant

• Complete administrative tasks to support the Executive Director, such as timesheets, mileage reimbursements, reimbursement requests, credit card receipts, and balancing the credit card. Support other office leaders in these tasks as assigned.
• Support the Executive Director in scheduling, preparing for, executing and following up on internal and external meetings and events by purchasing supplies, preparing space, collateral, agendas, and taking notes.
• Prepare and organize meeting materials, agendas, and presentations as needed.
• Attend meetings to record, transcribe, and distribute accurate minutes or action items.
• Draft, proofread, and manage correspondence and other written communication.
• Work with office staff to prepare and clearly present office updates and reports, such as the Monthly Director’s Report.
• Serve as a point of contact between the Executive Director and internal/external stakeholders while maintaining confidentiality.
• Manage the Executive Director’s calendar, schedule appointments, and coordinate meetings.
• Prepare briefing materials, presentations, and reports for meetings with donors, partners, and board members.
• Provide support in coordinating and executing special projects and cross-departmental initiatives.
• Support the Executive Director in maintaining deadlines and following up on outstanding tasks.
• Support internal and external event planning and execution as assigned by supervisor.
• Perform other duties as assigned.
• Assist the Executive Director in drafting and sending thank-you notes and acknowledgment letters.
• Coordinate administrative logistics for donor meetings, including scheduling, preparing materials, and follow-up communications.
• Assist in capturing key organizational achievements and stories for reports, newsletters, and presentations.
• Process general mail for Executive Director including received gifts in a timely manner according to local and headquarters processes and confidentiality protocols.
• Work with headquarters staff to maintain and update donor management software with accurate records of contributions, contacts, and engagement activities.
• Work closely with other staff members to ensure alignment of donor communications and program updates to support the Executive Director in achieving fundraising goals.

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