Job Description
Job Description
We are seeking a highly organized and proactive Administrative Assistant to provide direct support to a busy leader managing multiple programs and events. This role involves personal administrative support, assistance with fundraising efforts, event coordination (including a key scholarship dinner on September 18), and research related to grants and foundations. The ideal candidate is detail-oriented, efficient, and comfortable working behind the scenes to help ensure operations run smoothly. This position is in West Mifflin, PA. Monday - Friday: 8:30AM/9AM - 5PM. This is a contract role starting soon and ending in September. Hybrid flexibility. Pay: $18-20.
Key Responsibilities:
Administrative Support:
•Provide personal administrative support including scheduling, correspondence, and document preparation
•Draft and format letters and communications (primarily email and print – no cold calling)
•Make follow-up calls based on prior contacts or invitations
•Organize and manage digital and physical files related to fundraising, events, and scholarships
Event Coordination:
•Assist in planning and executing events, especially a scholarship fundraising dinner on September 18
•Track RSVPs, send invitations, manage timelines, and support logistics
•Coordinate vendors, venues, and materials as needed
Fundraising & Grants:
•Assist with donor communications and follow-ups
•Research grant opportunities from a list of foundations
•Support preparation of grant materials and reports
Project Support:
•Help wrap up and document 3 active summer programs
•Provide general support for program and event-related tasks across the organization
Qualifications:
•Proven administrative experience (event or nonprofit experience a plus)
•Strong organizational and multitasking skills
•Excellent written and verbal communication skills
•Comfortable with light follow-up calls and donor communications
•Ability to conduct effective online research
•Proficiency with Microsoft Office and Google Workspace
•Self-motivated, detail-oriented, and able to work independently
• Proven experience in administrative assistance or a similar role.
• Strong communication skills, both written and verbal.
• Proficiency in data entry and familiarity with office software, including Microsoft Office Suite.
• Ability to professionally handle inbound calls and inquiries.
• Excellent organizational and multitasking skills.
• Previous experience in fundraising or event coordination is a plus.
• High level of professionalism and ability to maintain confidentiality.
• Strong attention to detail and problem-solving abilities.