Administrative Assistant

Position Summary

The Administrative Assistant reports to the Executive Director and plays a vital role in supporting the daily operations of our non-profit organization. This position provides administrative and clerical support to ensure efficient office functioning and assists leadership, staff, and stakeholders in achieving the organization's mission. The Administrative Assistant will be responsible for managing communications, scheduling, record-keeping, basic accounting and general office duties while maintaining a high level of professionalism and confidentiality.

Key responsibilities include:

• Acts as the first point of contact for guests, clients, and vendors, ensuring a welcoming and professional environment.
•  Manages files, agency forms, and keeps databases updated and organized.
• Creates, delivers, and updates agency reports to inform strategic decisions.
• Processes, tracks, and sends receipts for gifts, grants, and fundraising sponsorships.
• Tracks and coordinates all vendor contracts and relationships.
• Manages facility, equipment, and supply needs.
• Provides basic accounting and finance support to ED.
• Coordinates, and assists in planning fundraising events, and organize and update accurate fundraising records, including learning and working in PledgeIt, the agency’s fundraising platform.
• Provides secondary support on program related projects, including engagement activities with guidance from the Program & Activities Director.
•  Assists with enrollment inquiries & background checks.
• Assists with social media accounts and agency newsletter.
•  Other duties as assigned.

Successful candidates will meet the following qualifications:

• Proven ability to organize data and reports.
• Capable of working cross-functionally to support the entire team.
• Excellent customer service and written and verbal communications skills.
• Attention to detail and solid project management skills.
• 1 years of experience in nonprofit, project or office management is preferred.
• Accounting/finance and data management experience is a plus.
• Knowledge of Office 365, especially Microsoft Word & Excel is required.
• Knowledge of QuickBooks is a plus.
• Be open to learning new software such as PledgeIt, QuickBooks, Matchforce, and a CRM. 

Required Education:

High school diploma or equivalent (post-secondary certificate or associate degree may be beneficial).

Hours/Workdays:

20 hours per week, Mon-Thurs. between 8:00am-4:30pm, with some nights and weekends.

Location:

West Bend Office (103 S. Main Street, West Bend, WI 53095).

Available Benefits:

• Flexible schedule
• Paid holidays
• PTO

Agency Requirements:

Each year the agency holds events that typically fall after normal office hours. These events may be mandatory for all staff. For scheduling purposes, you will be notified of the dates as early as possible. These events may include but are not limited to the following:

• Bowl for Kids’ Sake - February
• Golf for Kids’ Sake - June
• Golf Marathon - September

As an employee of the Big Brothers Big Sisters Team, you may be required to attend other agency-related activities, meetings and events as deemed necessary.

Physical Demands

The physical demands at BBBS are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employees who are or become disabled must be able to perform the essential duties and responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Performing the essential responsibilities of this job, the employee is regularly required to sit, operate computers and other office equipment, complete filing tasks and use written and oral communication skills. The employee may be required to transport or move up to 20 pounds.

BBBS provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental handicap or disability. BBBS operates under an Affirmative Action Policy.

Travel

The employee must have a valid driver's license and the ability to travel within the community we serve with full time access to an automobile and automobile insurance in the amount required by the state of Wisconsin.

Work Expectations

The employee must be able to view differences between individuals (race, gender, age, cultural heritage, physical ability, education, and lifestyle) as an asset.

The above statements reflect the essential responsibilities and competencies considered necessary to achieve BBBS’s Agency goals.