Administrative Assistant

REPORTS TO: ASJ-US Deputy Executive Director

HOURS REQUIRED: This is a part-time position, 4 days working in the office, 28 hours/week on average

LOCATION: This position is based in Grand Rapids, MI.

COMPENSATION:

• $19-24 hourly rate, paid monthly
• Paid time off (PTO) prorated by hours worked in a week
• Holidays prorated by the number of hours in a typical work day as outlined at the beginning of each fiscal year.
• 12 weeks of parental leave

POSITION SUMMARY: The Administrative Assistant is responsible for office management, office organization and administration, scheduling and meeting management,  fundraising support, administrative errands, and printing and mailing. This is a part-time position, 28 hours per week on average, 4 days a week.

MISSION OF ASJ-US: We strive to be brave Christians dedicated to doing justice in Honduras and to inspiring others around the world to seek justice in their own contexts.

RESPONSIBILITIES:

Office Management, Organization, and Administration

• Point person for office maintenance, cleaning, mailing, shipping, supplies, snow and trash removal, equipment procurement, and errands
• Manage administrative tasks such as printing and mailing donation receipts, mail pick up, filing, and administrative office support
• Ensure filing systems are maintained and current, and monitor procedures for record-keeping
• Monitor and maintain office supplies inventory
• Plan, implement, and evaluate a merchandise budget and strategy
• Prepare and proofread reports, letters, emails, and other documents
• Manage and respond to the general ASJ-US info email 
• Data entry into database
• Coordinate logistics for meetings, including room set up and catering
• Support staff in the management and organization of internal, shared Google Drive
• Support staff in coordination of mass mailings and in tracking mass donor contacts in CRM
• Manage and develop relationships with community partners, vendors, neighbors, and landlord
• Provide general support and welcome to visitors to the office
• Along with Deputy Executive Director, develop and implement office policies by setting up procedures and standards to guide the operation in the office

Scheduling and Meetings

• Manage ASJ Staff Google calendar
• Coordinate staff meetings, including setting the schedule for meeting leads and content for Thursday staff meetings
• Schedule and communicate with board members for board and committee meetings
• Assist in the preparation of meeting agendas, filing of meeting minutes, and sending meeting reminders 
• Support Executive Director and Deputy Executive Director with scheduling, travel arrangements, and calendar management

Fundraising Support

• Support the Development Director through coordination and organization of fundraising events throughout the United States
• Attend select fundraising events and support with detail management and logistics
• Prepare information and merchandise for tables at events and conferences
• Contact donors to update their giving information when credit cards fail
• Assist the Finance and Operations Coordinator in entering donation deposits into donor CRM
• Answer and transfer phone calls to ASJ 800 phone number
• Manage and maintain donor relationships authentic to personal relationships and use CRM to accurately track contacts, activities, and contact outcomes 

QUALIFICATIONS: Characteristics that predict success in this position include:

The Administrative Assistant position requires outstanding organizational and detail management skills and the ability to manage multiple tasks simultaneously. Proficiency with Microsoft Office (Word, Excel, Powerpoint) and CRM database management. At least 2 years’ experience in administration, programming, communication, or event coordination is desired. Given the nature of ASJ’s work, the Administrative Assistant position is expected to work well cross-culturally and virtually and have experience in incorporating the perspectives of multiple communities. A minimum of conversational Spanish is desired for the position. Due to the nature of the position, fluency in English and a vehicle and ability to drive is required.