Administrative Assistant--Louisville

Colleen Payne

Our mission is to promote the prevention of Spina Bifida and enhance the lives of all affected. Position: Administrative Assistant This position reports directly to the Executive Director Duties: o Provides Administrative support primarily to the Executive Director, but also the Program Coordinators and Development Director. o Keeps the office open during regular business hours, greets and directs office visitors, answers main office telephone system, and responds to direct requests for information. o Maintains inventory for office supplies by investigating & comparing for cost efficiency. o Manages accounts receivable and payables; responsible for timely bank deposits and weekly bill payments; and reconciles bank and credit card statements. o Issues timely thank you letters to donors. o Provides grants support as needed, such as gathering materials for proposals and reporting expenses to grantors. o Serves as primary administrator of the organization's database (The Raiser's Edge) by entering new records and donations, pulling reports as needed by staff and board of directors, and acting as the central knowledge base and support person concerning the database. o Plans and coordinates meetings as needed, including the monthly Board of Directors meetings, by scheduling conference rooms, organizing materials, coordinating food, and assisting in the preparation of meeting minutes and board reports. o General office duties such as filing, faxing, receiving and distributing incoming mail, and coordinating outgoing mail. o Ensures the office is kept clean and organized. o Prepares documents and reports for annual audit. o Assists in coordinating fundraising events and some programs, primarily through event logistics including food, technical provisions, vendor coordination, pre- and post-event logistics/operational details, on-site event help, and volunteer coordination. o Available for other duties as assigned by the Executive Director. Requirements: o Must be proficient in Quickbooks and Microsoft Office programs (especially Word and Excel). o Must have extensive experience working in a database, preferably The Raiser's Edge. o Must be able to keep a consistent and reliable schedule to keep the office open and running smoothly. o Must be able to work cooperatively with a small staff and possess a pleasant and friendly demeanor under stress. o Must be extremely attentive to details in numbers, database entry, and writing. Must possess a talent for organizing the office, schedules, deadlines and workload. o Must be a self-starter with the ability to find problems and offer solutions. Qualified Candidates may send resume and cover letter to: Colleen Payne, Executive Director sbakresumes@gmail.com