What are the responsibilities and job description for the Administrative Assistant position at Bridges of Hope?
Bridges of Hope is seeking a highly organized and proactive Executive Assistant to provide administrative and operational support to the Executive Director, Justin Behrens. The Executive Assistant will play a key role in ensuring smooth day-to-day operations, managing schedules, coordinating communications, and handling essential tasks that contribute to the efficiency and effectiveness of the organization.
Key Responsibilities:Administrative Support:
- Manage and maintain the Executive Director’s calendar, scheduling meetings, appointments, and travel arrangements.
- Draft, edit, and proofread emails, reports, presentations, and other correspondence.
- Prepare meeting agendas, take minutes, and follow up on action items.
- Maintain organized electronic and physical files, ensuring accessibility and confidentiality.
- Handle phone calls, inquiries, and communications on behalf of the Executive Director.
Operational & Project Support:
- Assist in coordinating and managing key initiatives, events, and projects.
- Support strategic planning efforts by preparing reports and research materials.
- Liaise with internal departments, external partners, and key stakeholders to ensure smooth collaboration.
- Track deadlines and deliverables for ongoing programs, ensuring timely execution.
- Coordinate logistics for meetings, events, and special projects.
Finance & Reporting:
- Assist with budget tracking, expense reports, and invoice processing.
- Support fundraising and donor relations activities by maintaining records and communications.
- Prepare financial and operational reports as needed.
Communication & Outreach:
- Act as a liaison between the Executive Director and staff, partners, board members, and donors.
- Maintain and update contact lists, mailing lists, and organizational databases.
- Assist in drafting newsletters, press releases, and social media updates.
Other Duties:
- Handle confidential matters with discretion and professionalism.
- Provide support for board meetings, including scheduling, document preparation, and follow-ups.
- Perform other tasks and duties as assigned by the Executive Director.
Qualifications & Skills:
- Education: Bachelor’s degree in Business Administration, Nonprofit Management, or a related field (preferred but not required).
- Experience: 3 years of experience in an executive support, administrative, or operations role. Experience in nonprofit organizations is a plus.
- Skills:
- Exceptional organizational and time management skills.
- Strong verbal and written communication abilities.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Ability to multitask, prioritize workload, and work independently.
- Discretion and professionalism in handling confidential information.
- Strong problem-solving skills and attention to detail.
- Ability to interact effectively with diverse stakeholders, including donors, community leaders, and volunteers.
Job Types: Part-time, Contract
Pay: $12.00 - $15.00 per hour
Expected hours: 20 per week
Work Location: Hybrid remote in State College, PA 16801
Salary : $12 - $15
