NOW HIRING:

Administrative Assistant (Full Time)
 

The Administrative Assistant plays a vital role in supporting our daily operations. This position provides administrative, programmatic, and donor support to ensure the smooth functioning of programs, events, and internal operations.

The ideal candidate is proactive, highly organized, and comfortable managing a variety of responsibilities in a fast-paced nonprofit environment where flexibility, initiative, and strong communication skills are essential. This individual will work closely with the Executive Director and staff to coordinate schedules, manage communications, support donor relations, and assist with community programs and events.

Key Responsibilities

Administrative & Office Operations

• Maintain internal calendars and track programs, meetings, events, and deadlines

• Prepare communications materials and program documentation

• Facilitate program registration, reporting, and record maintenance

• Answer phones and provide excellent customer service

• Coordinate purchasing and general office needs

• Maintain and update policy and procedure manuals

• Create job postings and assist in the hiring process

• Onboarding of summer camp employees

• Scheduling of employee background checks, cpr and professional development

• Maintain facility inspections and licensing requirements

• Coordinate maintenance scheduling

Donor & Development Support

• Prepare and send donor acknowledgment letters and donation receipts

• Assist with donor mailings and campaign materials

• Maintain donor and contact records within the organization’s database

• Ensure accurate tracking of donor and customer records

Program Management

• Assist in all program aspects for workshops, clubs and teams including advertising, registration, schedules, and outreach

• Maintain program calendars and participant information

• Assist with basic financial reporting for programs

Event & Community Engagement

• Assist with planning and logistics for events and community programs

• Provide on-site support at community events (typically 6-7 events per year)

• Assist with circulation of event information and communications

• Assist in creation and posting of social media content

• Help prepare communications materials for events or programs

• Use email and digital tools to effectively distribute important communications

Qualifications

• Strong organizational and administrative skills

• Ability to manage multiple tasks and priorities simultaneously

• Excellent written and verbal communication skills

• Detail-oriented, dependable, and proactive

• Ability to meet deadlines and follow projects through to completion

• Comfortable working with community partners and program participants

• Ability to create and implement organizational procedures

• Creative confidence in preparing communications materials and social media content

• Comfortable working in a collaborative small-team nonprofit environment

Preferred Experience

• Google Workspace (Docs, Sheets, Drive)

• Microsoft Excel and Word

• Strong internet research skills

• Experience with database systems preferred (such as CampSite or EZ Facility)

• Canva experience preferred

• Familiarity with nonprofit organizations or community programming

• Experience with fundraising or marketing initiatives

Applications can be emailed to EHTPAL@EHTPAL.org