What are the responsibilities and job description for the Administrative Assistant position at Assistance Dogs Northwest?
Job Title: Administrative Assistant
Organization: Assistance Dogs of Hawaii
Location: Makawao, HI
Reports To: Office Manager
Job Summary:
We are seeking an organized, compassionate, and detail-oriented Administrative Assistant to support the operations of Assistance Dogs of Hawaii. The ideal candidate will provide essential administrative support to ensure the smooth functioning of the organization, assisting with client communications, records management, event coordination, and general office duties. This is a great opportunity to join a team dedicated to improving the lives of individuals with disabilities through the incredible work of assistance dogs.
Key Responsibilities:
- Administrative Support: Provide general office support to the team, including managing schedules, handling phone calls, and responding to emails.
- Record Keeping & Data Entry: Maintain accurate and up-to-date client records, donation logs, and other organizational documentation. Assist with data entry for client assessments and follow-ups.
- Event Coordination: Assist in organizing events such as training sessions, fundraising activities, luncheons, and public awareness programs. This may include scheduling, coordinating materials, and assisting with event set-up and tear-down.
- Donor & Fundraising Support: Help with donor communications, thank-you notes, and general fundraising activities. Maintain a database of donors and assist with grant writing and donation tracking.
- Community Outreach: Assist with outreach events, including therapy dog visits.
- HR Support: Collect timesheets and submit to payroll company.
- General Office Tasks: Handle office supplies, manage incoming and outgoing mail, and ensure the office is organized and running efficiently.
Qualifications:
- Education: Associate or Bachelor's degree in Administration, Nonprofit Management, or a related field preferred.
- Experience: 2 years of experience in an administrative role. Experience in nonprofit organizations or health care services is a plus.
- Skills:
- Excellent communication skills, both written and verbal.
- Strong organizational, multi-tasking, and time-management abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with Salesforce a plus.
- Ability to work independently and as part of a team.
- Empathy and compassion for individuals with disabilities and the role of assistance dogs.
Personal Traits:
- Strong attention to detail.
- Passion for animal welfare and the mission of the organization.
- Ability to handle sensitive information with discretion and confidentiality.
- Flexibility and adaptability in a dynamic work environment.
Working Conditions:
- Part-time position (32 hours per week)
- Occasional evening or weekend work may be required for events or activities
- Work in an office environment with occasional travel to events or client locations
How to Apply:
Please send your resume and a cover letter explaining why you are interested in this position and how your skills align with the role to info@assistancedogshawaii.org by March 25, 2025.
Assistance Dogs of Hawaii is an equal opportunity employer. We encourage individuals of all backgrounds to apply.
This job description is intended to convey information essential to understanding the scope of the Administrative Assistant role, but it is not an exhaustive list of responsibilities. Other duties may be assigned as needed.
Job Type: Part-time
Pay: $20.00 - $26.41 per hour
Expected hours: 32 per week
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $20 - $26