Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to join a mission-driven non-profit organization in California. This contract opportunity with permanent potential is ideal for someone who brings strong organizational skills, sound judgment, and a service-focused approach to supporting staff, leadership, and community-facing activities. In this role, you will help keep daily office operations running smoothly while contributing to accurate records, clear communication, and effective coordination across the organization.

Responsibilities:
• Coordinate calendars, schedule meetings, and handle routine correspondence to support leaders and team members in their day-to-day work.
• Organize and maintain digital and physical records with a high level of accuracy, consistency, and confidentiality.
• Enter data, prepare reports, and manage documents that support program administration, fundraising efforts, and operational needs.
• Oversee general office coordination by managing supplies, assisting with equipment needs, and distributing incoming and outgoing mail.
• Provide administrative support for events and meetings, including logistics for outreach activities, board sessions, fundraising functions, and volunteer initiatives.
• Assist with donation tracking, draft acknowledgment communications, and update donor or contact records as needed.
• Prepare meeting materials, record notes during discussions, and help monitor follow-up items after meetings conclude.
• Support basic financial administration by tracking expenses, processing invoices, and assisting with routine bookkeeping tasks.
• Perform reception and front-office support duties, including answering inbound calls and assisting with special projects as assigned.• High school diploma or equivalent is required; an associate or bachelor’s degree is preferred.
• At least 1 year of experience in administrative support, office coordination, or a similar position is preferred.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Strong communication skills with the ability to interact effectively in writing, by phone, and in person.
• Demonstrated attention to detail and the ability to keep information organized across multiple tasks and deadlines.
• Ability to work independently, manage shifting priorities, and maintain discretion with sensitive information.
• Experience in a non-profit setting, donor database tools, or general database management is helpful but not required.
• A detail-oriented, customer-focused approach and a genuine interest in supporting a community-centered organization.