Office / Development Administrative Assistant

Position Title

Office / Development Administrative Assistant


Position Summary

The Office / Development Administrative Assistant supports the daily operations and administrative functions of the organization to help advance its mission and programs. This position plays a key role in maintaining efficient office processes, supporting staff and Members, coordinating communications, assisting with financial and donor records, and helping ensure organizational compliance. The ideal candidate is organized, adaptable, mission-driven, and comfortable working in a collaborative nonprofit environment

Key Responsibilities:

Administrative Operations

• Maintain a tidy and welcoming office environment
• Answer phones, respond to emails, and manage general organizational correspondence
• Maintain office supplies and equipment
• Coordinate schedules, meetings, and organizational calendars
• Support internal communications and office procedures

Financial & Grant Support

• Assist with expense tracking, specifically credit receipt documentation
• Support program reporting through data entry and review

Donor & Community Relations

• Assist with donor acknowledgments, mailings, and fundraising event logistics
• Maintain donor and alumni profiles and gift records
• Support outreach efforts, community engagement activities, and organizational events
• Provide excellent customer service to Members, partners, and community members

Board & Leadership Support

• Support board meeting schedules, materials, agendas, and minutes
• Support special projects as requested by the Executive Director
• Assist with policy updates, reporting requirements, and organizational documentation

Human Resources

• Support Member onboarding, personnel files, and time tracking
• Assist with Member communications
• Support Member events and weekly meetings through notetaking and attendance

Facility

• Maintain building supply and food inventory
• Perform light bi-weekly cleaning, including bathrooms and kitchen
• Oversee vehicles use logs and parking
• Help maintain compliance with organizational policies and workplace procedures
• Maintain secured physical filing areas and document retention schedules
• Oversee secured technology equipment inventory

Qualifications

• Associate degree or equivalent experience preferred
• 2+ years of administrative or office management experience, preferably in a nonprofit setting
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency in Google Workspace, Microsoft Office Suite and database systems
• Ability to work independently and collaboratively in a small team environment
• Experience with nonprofit software, donor databases, or grant administration is a plus

Desired Skills

• Commitment to the organization's mission and values
• Flexibility and adaptability in a small nonprofit environment
• Attention to detail and strong time management skills
• Professionalism, discretion, and sound judgment
• Ability to manage multiple priorities with limited resources
• Strong interpersonal and community relations skills

Compensation

$34,000 - $38,000 annual salary based on experience. Benefits include health insurance reimbursement, paid time-off, and retirement match.

Equal Opportunity Statement

Partnership for Youth Inc., dba, AmeriCorps St. Louis, is an equal opportunity employer committed to creating an inclusive workplace that reflects the communities we serve.

Pay Range: $34,000 - $38,000 per hour