Administrative Assistant

Job Description

Job Description

We are looking for an organized Administrative Assistant to support a nonprofit client’s upcoming auction in Bloomfield Hills, Michigan. This Contract position will focus on coordinating event materials, maintaining accurate records, and helping ensure a smooth experience for donors, sponsors, and attendees. The ideal candidate thrives in a busy environment, is comfortable balancing shifting priorities, and can work confidently with tools such as Canva, Word, and Excel.

Responsibilities:
• Coordinate administrative support for the auction by organizing materials, tracking tasks, and keeping event details up to date.
• Prepare item display documents in Microsoft Word and design event-related promotional pieces in Canva, including updates to previously used materials when needed.
• Tag auction items and record descriptions, donor information, and related details accurately in Excel.
• Create bid sheets and assist with producing advertisements and journal content for the event.
• Communicate with donors and sponsors to confirm ad content, obtain approvals, and verify attendance details.
• Conduct follow-up outreach by phone or email to gather missing information and ensure all event components are completed on time.
• Help monitor post-event activities by confirming payments, coordinating item pickup, and resolving outstanding participant questions.
• Prepare and distribute thank-you letters to donors after the auction to support strong ongoing relationships.• At least 2 years of administrative support experience in an office or event-driven environment.
• Ability to manage multiple assignments in a fast-paced setting while maintaining attention to detail.
• Proficiency with Microsoft Excel for data entry and record tracking.
• Experience using Microsoft Word to create clear documents and event materials.
• Working knowledge of Canva for developing effective ads or visual content.
• Strong verbal and written communication skills, including comfort with follow-up calls and donor correspondence.
• Ability to handle inbound inquiries effectively and provide organized administrative support throughout the event cycle.