Administrative Development Assistant

Vito C Quatela MD PLLC•Rochester, NY

3d•$24 - $27•Onsite

About The Position

The Administrative/Development Assistant will work under the direction of the Executive Director (ED) supporting day-to-day operations that include administrative tasks, mission planning, basic bookkeeping, special events, and maintaining a confidential donor database. This position works closely with teams of volunteers and committee members. This position will require 32 hours per week, but during events, the hours may increase.

Requirements

Associate’s degree or equivalent experience required.
Minimum of two years’ professional experience in a not-for-profit environment or related field.
Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
Demonstrated ability to manage basic bookkeeping and financial reporting tasks.
Must possess excellent and professional interpersonal skills with the ability to communicate both verbally and in writing.
Strong verbal and written communication skills required.
Creative thinker who is comfortable juggling multiple tasks/ projects and conflicting priorities.
Exceptional organizational skills and attention to detail with an emphasis on accuracy and quality.
Possess sufficient mobility to perform the essential functions listed in this job description.
Personal automobile is required.
Desire to travel internationally is essential.

Nice To Haves

Experience in non-profit and/or development a plus.

Responsibilities

Develop and sustain excellent working relationships with individuals, volunteers, and businesses.
Maintain calendar and arrange meetings and appointments as requested, including logistics, materials, minutes, and notices.
Manage Board of Directors’ meetings, including preparation of meeting agenda and materials.
Distribute Board meeting minutes, board resolutions, committee and other reports, calendars of upcoming events, etc. Coordinate dinner, presentations, call-in instructions, and technology needs.
Assist the ED in conducting preliminary grant and donor research.
Develop and carry out an efficient documentation and filing system, both electronic and hard copy filing.
Complete basic bookkeeping tasks, including processing donations and invoices.
Research and acquire data to prepare documents for review and presentation by Board of Directors, committees, and executives.
Open, sort and distribute mail, incoming faxes, emails, and other correspondence.
Use various software, including word processing, QuickBooks, spreadsheets, databases, and presentation software.
Provide logistical and administrative support for mission teams including air, hotel, registration, and reimbursements for 6 missions per year.
Help inquire, procure, and process mission supply orders.
Provide support for all HUGS Foundation events including pre-event operational planning, volunteer management and clerical support.
Help set up and clean-up at events.
Coordinate day of event logistics including, but not limited to, guest and volunteer management.
Provides administrative support for appeals, mailings, invitations, acknowledgement, etc.
Ensure all events are posted and prominent on all social media outlets including website, Facebook and Instagram.
Post all news and photos of events that have transpired on social media outlets within 1-2 days of the event.

Benefits

Medical Insurance
Dental Insurance
Vision Insurance
FSA- Flexible Spending Account
HSA – Health Savings Account
$1k Employer HSA annual contribution
Life Insurance – Employer paid- 1.5x annual pay
Paid Family Leave
3-Weeks Paid Vacation annually
401k Safe Harbor Plan (after 60 days)
10 paid Holidays
Employee Discounts
Work Anniversary Milestones- Employee Bonus -1 year/5 year/15 year/20 year/25 year