Administrative Assistant

Position Summary:

The Administrative Assistant will play a vital role in supporting the day-to-day operations of our youth development programs. This position provides administrative support to ensure smooth program delivery, donor relations, and organizational efficiency. The ideal candidate is highly organized, detail-oriented, and passionate about empowering youth.

Key Responsibilities:

Program Support:

• • Assist with scheduling, logistics, and communication for youth programs, workshops, and events.
  • Maintain program calendars, ensuring staff, volunteers, and participants have updated information.
  • Track program attendance, participant progress, and outcomes to support reporting and evaluation.
  • Assist in preparing program materials, handouts, and presentations.
  • Provide logistical support for youth and family engagement activities, including transportation coordination and venue setup.

Donor and Grant Support:

• • Maintain accurate and up-to-date donor and grant records in the organization’s database.
  • Assist with donation processing, including acknowledgments and tax receipts.
  • Support grant application processes by compiling documentation and tracking deadlines.
  • Prepare impact reports and donor communications to showcase program success and organizational milestones.

Administrative Support:

• • Manage organizational calendars, meetings, and program schedules.
  • Draft and edit correspondence, reports, and meeting notes for leadership and program staff.
  • Answer phones, emails, and provide exceptional customer service to program participants, parents, and donors.
  • Assist in organizing files, program documents, and data to ensure accessibility and compliance.
  • Support event coordination, including registrations, outreach, and day-of logistics.

Required Qualifications:

• • High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
  • 2+ years of administrative experience, ideally in a nonprofit or youth development setting.
  • Strong written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with databases or CRM systems.
  • Ability to manage multiple priorities and maintain attention to detail.
  • Strong organizational and time management skills.

Preferred Qualifications:

• • Experience supporting youth development programs, educational initiatives, or mentoring activities.
  • Familiarity with donor relations, fundraising campaigns, or grant administration.
  • Knowledge of youth-focused CRMs or program management software.

Skills and Attributes:

• • Passion for youth empowerment and the mission of youth development organizations.
  • Strong interpersonal skills to engage with youth, families, donors, and staff.
  • Ability to work both independently and collaboratively in a fast-paced, team-oriented environment.
  • Problem-solving mindset with a high level of professionalism and discretion.
  • Adaptability to support evolving program needs.