Administrative Assistant

The Administrative Assistant is a critical member of the New Hope staff and reports to the Executive Director (ED) and Assistant Director (AD). This is an hourly position, 32-40 hours, with occasional additional hours as needed for appointments, events, or task execution.

PRIMARY RESPONSIBILITIES:

• Direct administrative support to the Executive Director. Assist the Executive Director (ED) with daily operations, planning, correspondence, and financial support, including office scheduling, appointment scheduling, reporting, stewardship, task management, and basic building maintenance.
• Managing ED calendar, emails, and correspondence on daily basis.
• Oversee business operations such as phone systems, WIFI, building maintenance, subscriptions, insurance, and general office duties as assigned.
• Daily mail collection, processing, and distribution.
• Create, edit, and send communications to constituents as directed by the Executive Director.
• Work with the Board Chair and Treasurer for financial reporting as needed as directed by the ED. Daily cash and credit transactions, donor reporting, stewardship, minutes, and procedural duties.
• Work with Executive staff to ensure policies and procedures are created, updated, shared, and followed.
• Provide administrative support to the Executive Director, Fund Development Committee, Grant Writing Team, Financial Committee, and Program Staff as directed by the Executive Director.
• Modify and maintain templates and create new documents for Appeals Letters, Fund Development Campaigns, Donor Drives, and Annual Sponsorship Menu.
• Work with the Program Team and Assistant Director to edit or create Donor Perfect online forms for registration.
• Help Plan and execute the annual New Hope events – gala and Merry Little Christmas Party. Securing venues, auction items, licensing, and working with the fund development committee to meet fundraising goals.
• Knowledge in Donor Perfect, SharePoint, and QuickBooks including system maintenance. Includes Accounts Payable and Accounts Receivable, invoicing to vendors, receipt of funding from any source. Includes gift entry and processing, thanking donors, and database maintenance and accuracy. Includes filing of all approved financial statements.
• Print and review the weekly giving report with ED.
• Help ED ensure the Stewardship Policy is administered and there is a focus on donor retention and development.
• Support ED in donor stewardship and retention.
• Mailings: Develop appeal letters based on the Fund Development Plan; prepare Tears monthly cards and flyers.
• Office maintenance: organize and set up cleaning schedule with volunteers; inventory and order hospitality supplies.
• Supplies: coordinate all general office supplies; coordinate ordering of event supplies with Program team; coordinate returns as needed.
• Maintain both hard copy and digital file systems for donations/acknowledgments/ and HR or vendor matters; includes grants, sponsors, tracking, and thank you/acknowledgment letters.
• Manage documentation on vendors, host locations, and non-school MOU’s. Ensure documents are created, sent, signed, returned, and filed. Periodically review to ensure all requirements are administered during the contract; add new hosts and MOUs to our insurance policies as required; as contracts terminate, remove hosts or MOU location(s) from insurance policy. • Human Resources: benefits administration, assisting in the hiring process, onboarding, and training of new employees, managing new employee paperwork including enrollment in medical insurance as needed.
• Coordinate with the Volunteer Coordinator and office volunteers to assist with the training of new staff or volunteers.
• Licensing/compliance monitoring.
• Manage event registration for New Hope events and oversee all giving opportunities; cash out responsibilities at events.
• Donor Perfect: responsible for creating flags and solicitation codes.
• Knowledge of Operational Budget and efforts to achieve financial budget and goals. Assist team in being economical in ordering and usage of materials whenever possible and practical. Assist with month-end, balancing, reporting, and review. Work with ED ensuring proper GL codes, solicitation codes, campaigns, and flags are created and used.
• Any additional duties assigned.
• Housekeeping duties.

QUALIFICATIONS AND ABILITIES:

• Prior Administrative support experience.
• Prior experience working with Word, Excel, PowerPoint, SharePoint, Donor Management, Canva, QuickBooks, and WordPress.
• Comfortable working in a small, growing, nonprofit team environment with staff & volunteers.
• Demonstrates strong written and oral communication skills.
• Must be highly organized with strong initiative, task management, and attention to detail.
• Must have reliable transportation and be willing to travel 25 miles if necessary.
• Personal experience with grief and healing after loss is helpful.
• Ability to work a flexible schedule with some evening/weekend availability as necessary.

COMPANY OVERVIEW:

New Hope Center for Grief Support, located in Northville, Michigan, is a 501c3 non-profit organization dedicated to bringing hope, healing, and new beginnings to adults and children grieving the death of a loved one. Our vision as a bereavement resource center for Southeast Michigan is to see those who've come through our program create a safe, understanding community for others in grief and help change the way our culture responds to grief and loss. For more information, please visit our website at: www.newhopecenter.net.

BENEFITS AND COMPENSATION:

• This position is 32-40 hours per week, Monday-Friday schedule.
• Vacation and holiday pay.
• $20-$24 per hour based on experience.
• Bereavement training and leadership development will be provided.