Administrative Assistant

Job Description

Job Description

Position Summary

Under the direction of the Program & Operations Manager, the Administrative Assistant provides essential administrative and operational support to Thumbs Up. This position assists with day-to-day office operations, reception, program and event coordination, volunteer support, inventory management, mailings, and general organizational needs.

The ideal candidate is organized, dependable, detail-oriented, and comfortable managing a variety of tasks in a fast-paced nonprofit environment. This position requires strong communication skills, the ability to prioritize multiple responsibilities, and a willingness to jump in wherever support is needed.

Position Type: Part-Time, approximately 25-30 hours per week
Compensation: $18–$20 per hour

Essential Duties and Responsibilities

This list of duties and responsibilities is not all-inclusive and may be expanded to include other duties and responsibilities as management may deem necessary from time to time.

Administrative, Reception & Clerical Support

• Serve as the primary receptionist during office hours and provide a welcoming experience for visitors, volunteers, donors, and community members.
• Answer incoming phone calls, respond to inquiries, and return voicemails in a timely manner.
• Assist with scheduling, data entry, and general communication.
• Manage and update organizational calendars and scheduling platforms, including Google Calendar, Whiteboard, and the Thumbs Up website.
• Assist with donor database and fundraising platform updates, including Givebutter, Benevity, Donorbox, and Facebook.
• Prepare and distribute organizational correspondence, including meeting minutes, newsletters, and other communications.
• Draft, format, and proofread documents for grammar, spelling, punctuation, and accuracy.
• Organize and maintain electronic and physical files, records, and other organizational documents.
• Provide general administrative support to staff and management as needed.

Program, Event & Volunteer Support

• Assist with the planning, preparation, and coordination of Thumbs Up programs and events.
• Participate in Thumbs Up events and activities as needed, including occasional evenings and weekends.
• Support event promotion efforts, including distributing posters, collecting promotional materials from sponsors, setting up event signage, preparing race bins, and assisting with social media posts.
• Manage Smile Bins, including filling, delivering, picking up, and counting donations.
• Complete errands related to programs, events, general operations, and race activities, including returns and supply pickups.
• Provide administrative and logistical support to volunteers as needed.

Mailing & Shipping

• Manage incoming and outgoing mail, including bulk mailing processes.
• Collect mail from the Thumbs Up PO Box.
• Prepare, package, and ship Cheer Bags, Bereavement Gifts, and other outgoing packages.
• Prepare and organize mailing distributions for staff and management.
• Maintain adequate supplies and materials needed for routine mailings and shipments.

Inventory & Supply Management

• Monitor, maintain, and order office and program supplies.
• Maintain inventory for the Thumbs Up Smile Store and reorder apparel and other merchandise as needed.
• Organize and maintain inventory of Cheer Bags, Bereavement Gifts, event supplies, and related materials.
• Prepare and organize supplies for programs and events.
• Assist with processing and fulfilling Smile Store orders.
• Keep storage areas organized, clean, and accessible.

General Office & Organizational Support

• Help maintain a clean, organized, and welcoming office environment.
• Assist with routine office tasks, including light housekeeping and organization.
• Provide general support to staff and management and assist with special projects as assigned.
• Represent Thumbs Up in a professional, positive, and welcoming manner when interacting with community members, volunteers, donors, sponsors, and partners.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Preferred Skills & Experience

• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and prioritize responsibilities effectively.
• Comfortable working independently while also functioning as part of a team.
• Proficiency with Google Workspace and common office technology.
• Experience with donor management systems, social media, or website platforms is a plus.
• Experience with marketing, graphic design, and Canva is a plus.
• Previous nonprofit, administrative, or customer service experience is preferred but not required.

Education and/or Experience

• High school diploma or equivalent required 
• Associate Degree in Office Administration, Communications, or a related field. (Degree is not required)
• At least 1-2 years of work experience in administrative support, nonprofit work, or a similar field.
• Prior experience with office management, event coordination, and donor/client communication is a plus.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to deal with problems involving a few concrete variables in standardized situations. 

Reasoning Ability

Ability to apply commonsense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear.  The employee is frequently required to use their hands to finger, handle, or touch objects.  The employee is occasionally required to stand, walk, sit, reach above shoulders, climb or balance, and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds when stocking office supplies.  Specific vision abilities required by the job include close vision and peripheral vision.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform basic functions.

Thumbs Up Mission
Bringing awareness to mental health and providing support and resources to all.

Thumbs Up Vision
To impact communities so that all people who struggle with mental health can live healthy and fulfilling lives.

How we Began
Thumbs Up was founded in 2014 by several community members in honor of two great men, Bob Schmit and Chuck Dahlheimer, who, like many others, took their lives after living in silence from a mental illness.

Company Description

Thumbs Up Mission\nBringing awareness to mental health and providing support and resources to all.\n\nThumbs Up Vision\nTo impact communities so that all people who struggle with mental health can live healthy and fulfilling lives.\n\nHow we Began\nThumbs Up was founded in 2014 by several community members in honor of two great men, Bob Schmit and Chuck Dahlheimer, who, like many others, took their lives after living in silence from a mental illness.