Administrative Assistant

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Volunteer Administrative Assistant Description

Position Title: Administrative Assistant

Organization: Invicta Child Foundation

Overview: As an Administrative Assistant, you’ll provide crucial support to our team, ensuring that administrative tasks run smoothly. Your work directly contributes to our ability to serve children and youth effectively.

Roles and Responsibilities:

1. Office Coordination:

   • Front Desk: Greet visitors, answer phone calls, and direct inquiries.
   • Scheduling: Assist in scheduling meetings, appointments, and events.
   • Calendar Management: Maintain shared calendars for staff and volunteers.

2. Communication and Correspondence:

   • Emails and Letters: Draft and proofread emails, letters, and other communications.
   • Follow-Up: Ensure timely responses to inquiries and requests.
   • Internal Communication: Facilitate communication within the organization.

3. Data Entry and Record Keeping:

   • Database Management: Update donor databases, volunteer records, and program data.
   • Filing: Organize physical and digital files systematically.
   • Reports: Assist in preparing regular reports for management.

4. Event Support:

   • Logistics: Help coordinate logistics for workshops, meetings, and events.
   • Materials Preparation: Assist in preparing materials (e.g., agendas, handouts).
   • Guest Coordination: Manage guest lists and RSVPs.

5. Financial Administration:

   • Expense Tracking: Assist in tracking expenses and reimbursements.
   • Receipts and Invoices: Process and file receipts and invoices.
   • Budget Support: Collaborate with the finance team on budget-related tasks.

6. General Office Tasks:

   • Supplies: Monitor office supplies and reorder as needed.
   • Equipment: Coordinate maintenance and repairs for office equipment.
   • Mail Handling: Sort and distribute incoming mail.

Expectations:

• Professionalism: Maintain a positive and courteous demeanor.
• Confidentiality: Handle sensitive information with discretion.
• Adaptability: Be flexible and willing to take on new tasks.
• Time Management: Prioritize tasks effectively.
• Team Player: Collaborate with colleagues and volunteers.

Remember, your role ensures that our administrative processes run smoothly, allowing us to focus on our mission. Thank you for considering this vital position!