501c3 Non-Profit Administrative Assistants

Location:

Metairie - Louisiana

Industry:

Administrative Assistant

Contact Name:

Delta Personnel

Contact Email:

jobs@deltapersonnel.com

Contact Phone:


This job description for a 501(c)(3) administrative assistant highlights the key responsibilities, qualifications, and core competencies necessary for the role. The position provides critical support to the daily operations of the organization, helps manage donor relations, client relations and assists with event planning and communication.

Administrative Assistant

Reports to: Executive Director or Operations Manager

Position summary

The Administrative Assistant provides reliable and efficient administrative and clerical support to ensure the smooth day-to-day operations of the 501(c)(3) organization. This role is vital for coordinating activities across departments, maintaining office organization, and serving as a key point of contact for staff, volunteers, donors, and the public.

Key responsibilities

Office and administrative support

· Serve as the first point of contact for the organization, handling incoming phone calls and emails with professionalism and directing inquiries to the appropriate staff members.

· Welcome visitors and assist with general inquiries.

· Manage office logistics, including maintaining office equipment, ordering supplies, and coordinating with external vendors for services and repairs.

· Maintain accurate and organized physical and digital filing systems for administrative, financial, and programmatic documents.

· Manage office correspondence, including sorting and distributing incoming and outgoing mail and packages.

· Interact with recipients of grant programs.

Executive and board support

· Provide clerical and administrative support to the Executive Director and other senior staff as needed.

· Assist with scheduling and logistics for board and committee meetings, including preparing board packets, reserving meeting spaces, and coordinating meals.

· Transcribe and distribute meeting minutes and other notes.

Donor and database management

· Maintain and update donor databases (e.g., Salesforce, QuickBooks), ensuring accuracy and confidentiality.

· Process donations and membership payments and create timely acknowledgment letters.

· Assist with the coordination of fundraising initiatives and communications.

Event coordination

· Provide logistical support for special events, meetings, and conferences, including arranging registrations, catering, and venue booking.

· Assist with event mailings and promotion.

Communications and marketing

· Assist with drafting and editing organizational communications, such as newsletters, reports, and social media posts.

· Ensure that information on relevant websites (e.g., GuideStar) is accurate and up-to-date.

Qualifications

Skills

· Organizational skills: Exceptional attention to detail with the ability to manage multiple tasks and prioritize effectively in a dynamic work environment.

· Communication: Outstanding written and verbal communication skills, with the ability to interact professionally with diverse stakeholders.

· Technical proficiency: High-level proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required. Experience with donor management software (e.g., Salesforce) and accounting tools (e.g., QuickBooks) is preferred.

· Interpersonal skills: A friendly and collaborative demeanor, with excellent customer service and interpersonal skills.

· Problem-solving: Resourceful, adaptable, and able to troubleshoot issues and handle unexpected challenges effectively.

· Confidentiality: Demonstrated ability to handle sensitive and confidential information with discretion.

Experience and education

· A minimum of 2–3 years of administrative experience is required, with previous experience in a nonprofit setting strongly preferred.

· A high school diploma or equivalent is required; an associate's or bachelor's degree in a related field is a plus.

Work environment

· This is a full-time, non-exempt position, with a standard schedule of Monday through Friday.

· Some moderate lifting (up to 25 pounds) may be required on an occasional basis.

· The role is based in an office setting, with some off-site work for events.

Add basis knowledge of canva* if you need them to know that

In nonprofits with limited staff, the administrative assistant is often a "jack-of-all-trades". In this context, social media tasks are often added to their job description to ensure the organization maintains an online presence.

Typical social media tasks for an admin in a small organization include:

· Content scheduling: Using tools like Buffer or Hootsuite to schedule posts for the week or month.

· Basic content creation: Making simple graphics for social media posts using tools like Canva.

· Community engagement: Monitoring social media channels and responding to comments and messages from the community.

· Reporting: Tracking basic metrics, such as likes, shares, and comments, to report on engagement.

· Newsletter management: Managing email newsletters to send updates to followers.

 

Here is a breakdown of the key social media skills an admin should have for a nonprofit.

Basic social media management

· Content calendar management: The ability to plan and schedule posts in advance using tools like Buffer or Hootsuite is crucial for maintaining a consistent and timely posting schedule.

· Cross-platform knowledge: A good administrative assistant knows the strengths and conventions of different platforms—such as Facebook for events and community, Instagram for visuals, and LinkedIn for professional networking—and can adapt content accordingly.

· Community engagement: Admins should monitor social media for comments, messages, and mentions, responding professionally and in line with the nonprofit's voice. This helps build relationships with donors and supporters.

· Social media audits: An admin should be able to perform a basic audit to track and evaluate what content is resonating with the audience.

· Hashtag and keyword tracking: Knowing how to find and use relevant hashtags can help increase reach and monitor conversations related to the nonprofit's mission.


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