Administrative Assistant
A Wausau area non-profit organization is seeking an organized, friendly, and detail-oriented Administrative Assistant to join our team. Candidates must be welcoming, adaptable, and willing to pitch in where needed. A mature, organized individual who can manage multiple priorities effectively is essential for this role.
Position Summary
The Administrative Assistant plays a vital role in supporting the mission of our Wausau area non-profit organization to enhance the quality of life in our region. This role provides critical administrative support to the President / CEO, VP of Finance and Administration, and other staff members. Responsibilities include data management, ensuring efficient office operations, and serving as an ambassador for the organization.
Key Responsibilities
Support
- Assist the President / CEO with correspondence, reports, scheduling, and calendar management.
- Provide support to the VP of Finance and Administration by processing credit card statements and assisting with report and audit preparation.
- Assist all staff with scheduling and meeting correspondence.
Board of Directors Support
Prepare and distribute agendas, board packets, and meeting minutes.Attend board and executive committee meetings, record minutes, and follow up on action items.Coordinate board and committee meetings, including scheduling, meeting room preparation, and catering.Oversee the annual collection of compliance forms for board members.Information Entry and Processing
Process and acknowledge gifts accurately and promptly.Enter and manage invoices and fund grants in the financial system, ensuring accuracy in data entry.Handle donor inquiries and adjustments related to gifts.Create and manage event-related campaigns.Office Administration
Welcome visitors and provide excellent customer service at the reception desk.Manage incoming and outgoing mail and correspondence.Answer and route incoming phone calls, managing the Ring Central system.Maintain compliance-related documents and standards.Update and manage Board and Committee portals.Oversee office supplies, ensuring adequate stock and organization.Set up and clean conference rooms for meetings.Database Management
Maintain the integrity of the donor database by regularly updating records.Identify opportunities to enhance database processes and implement improvements.Scan and organize foundation documents and reports electronically.Technical Proficiency
Must have data entry experience and a willingness to learn.Knowledge of CommunitySuite is not required; training will be provided.Utilize Microsoft Office 365 effectively for administrative tasks and communication.Exhibit strong written and verbal communication skills to interact professionally with diverse stakeholders.Qualifications
Mission-Driven : Willingness to learn about and support the organization’s mission and goals.Technical Skills : Proficiency in Microsoft Office Suite and aptitude for learning organization-specific software.Organizational Abilities : Strong multitasking skills with attention to detail and deadlines.Communication : Professional interpersonal, written, and oral communication skills.Adaptability : Flexible to evolving needs; able to work independently and collaboratively.Confidentiality : Maintain strict confidentiality of sensitive information.Diversity Awareness : Sensitive to diverse constituencies, including various ages, races, income levels, and interests.Work Environment
Full-time, non-exempt, in-person position during standard business hours.The standard work week is 36 hours, including a half day on Fridays.Occasional local travel and light physical tasks may be required.Education and Experience
Associate’s Degree or demonstrated office experience required.Accounting experience and familiarity with relational databases preferred.Salary and Benefits
Competitive hourly salary for a 36-hour work week. Benefits include medical, dental, vision, short-term disability, long-term disability, group life insurance, paid time off, and company match on 401K contributions.
