Administrative Assistant

Job Description

We are seeking a highly organized and proactive Administrative Assistant to support daily office operations and executive leadership, including direct support to the CEO. This individual will play a key role in ensuring the smooth functioning of the office, with a focus on administrative coordination, donation processing, and data management.

This is a great opportunity for someone who thrives in a mission-driven environment, enjoys wearing multiple hats, and can operate with a high level of professionalism and confidentiality.

Day-to-Day Responsibilities:

Provide administrative support to the CEO, including scheduling, correspondence, and document preparation

Maintain and update data within the COTS CRM system

Process donations, revenue, and assist with gift intake and tracking

Prepare donor communications, including mailings, reports, and acknowledgment letters

Reconcile expense budgets as assigned

Maintain accurate and organized file records

Manage office inventory and ensure administrative spaces are maintained

Coordinate and support Board of Directors activities and communication

Assist with audio-visual setup for meetings and presentations

Troubleshoot basic IT-related issues within the office

Communicate effectively with internal staff and external stakeholders

Support new donor stewardship and partnership engagement

Ensure confidentiality of sensitive and financial information

Assist with continuous improvement initiatives within the office

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to View email address on click.appcast.io learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy:

Skills and Requirements

High School Diploma or equivalent

2+ years of experience in an Administrative or Office Assistant role

Experience supporting senior leadership or executives

Strong organizational skills with a high attention to detail

Proficiency with data entry and CRM or database systems

Ability to manage multiple priorities in a fast-paced environment

Strong written and verbal communication skills

Ability to handle sensitive information with discretion

Core Competencies:

Strong attention to detail and accuracy

Problem-solving and analytical thinking

Time management and ability to prioritize effectively

Customer service mindset and collaborative approach

Ability to work independently and across departments

High level of initiative and proactive task management

Professional demeanor and adaptability in a dynamic environment

Commitment to confidentiality and ethical conduct Experience supporting nonprofit or mission-driven organizations

Familiarity with donor management or fundraising support processes

Exposure to basic accounting functions such as expense reconciliation