Administrative Assistant

Company Overview:
Neighbors Nourishing Neighbors (N3) is a Non-profit Organization committed to providing those in need with programs that provide food and comfort, promote the value of nutrition, increase self-sufficiency, and instill hope in our neighbors. The position is for a highly organized and detail-oriented individual, as an Administrative Assistant with a primary focus on client intake. The position will be crucial in supporting executive-level management while also managing the initial stages of customer interactions. This position requires excellent communication skills, exceptional attention to detail, and the ability to multitask in a fast-paced environment.
 
Responsibilities:

1. Executive Support:
   1. Provide high-level administrative support to the Executive Director and Operations Manager, including calendar management, travel arrangements, and coordination of meetings.
   2. Prepare and edit correspondence, reports, and presentations for executive review.
   3. Maintain confidentiality and handle sensitive information with discretion.
2. Client Intake:
   1. Act as the first point of contact for clients, managing initial inquiries and requests.
   2. Collect and record client information during the intake process, ensuring accuracy and completeness.
   3. Maintain client contact information in the database, make corrections if required, and address duplicate client accounts.
   4. Liaise between clients and relevant departments to ensure smooth communication and efficient resolution of inquiries.
3. Volunteer administration:
   1. Enter all volunteer hours and travel time into a log.
   2. Calculate hours monthly.
4. Donation administration:
   1. Enter each donation from deposits or the website.
   2. Send thank-you cards and address envelopes weekly.
   3. Send monthly donor thank-you cards bi-annually.
5. Community Ambassador Coordinator:
   1. Create digital content for ambassadors to share on social media.
   2. Maintain contact information for community ambassadors and update website and database as required.
   3. Communicate to all community ambassadors with critical needs and information as required.
6. Communication:
   1. Respond to phone calls, emails, and other communications professionally and on time.
   2. Create and distribute monthly eNewsletter.
   3. Create and maintain digital content for website and social media channels.
   4. Serve as a bridge between executives and internal/external stakeholders, ensuring effective communication.
7. Document Management:
   1. Organize and maintain electronic and physical files, ensuring quick information retrieval as needed.
   2. Assist in the preparation and distribution of documents for meetings and presentations.
8. Office Management:
   1. Coordinate office supplies and equipment, ensuring a well-equipped and efficient work environment.
   2. Assist in the planning and execution of company events and meetings.
9. Schedule:
   1. Be present in the food pantry on distribution days and as required for special events.
   2. Shift starts one hour before distribution and ends 30 minutes after closing.
   3. Typical work week: The position is expected to work at least 30 hours weekly.

• Monday: 11:00 AM to 4:30 PM (5.5 hours)
• Tuesday: Work from home (6.5 hours)
• Wednesday: 12:30 PM to 6:30 PM (6 hours)
• Thursday: Work from home (6.5 hours)
• Friday: 11:00 AM to 4:30 PM (5.5 hours)

• Proven experience as an administrative assistant or in a similar role.
• Strong organizational, attention to detail, and time-management skills.
• Excellent verbal and written communication skills.
• Ability to speak conversational Spanish (Bi-lingual).
• Proficient in Microsoft Office Suite and other relevant software applications.
• Ability to handle sensitive information with confidentiality and discretion.
• Customer-focused mindset with strong interpersonal skills.

• Bachelor's degree in business administration, communications, or a related field preferred.
• 3+ years of relevant experience in administrative roles.