Part-Time Administrative Assistant

GENERAL SUMMARY

The Michael J. Dias Foundation seeks a self-motivated, detail-oriented professional Administrative Assistant. The Administrative Assistant will play a crucial role in providing administrative support, data collection and organization, report support, vendor communication, and managing social media to ensure the smooth operation of the Foundation. A commitment to the Foundation's mission, strong marketing skills, and creativity will contribute to our mission. Qualified candidates must be enthusiastic; creative; possess excellent organizational and communication skills; be adept at preparing correspondence, reports, forms, brochures, etc.; be capable of managing multiple assignments at one time; be dependable; be proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and capable of operating typical office equipment.

ESSENTIAL FUNCTIONS

(The essential functions listed below are intended only as examples of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar to, related to, or a logical assignment to the position.)

1. Administrative Support- Provide administrative assistance, such as data entry, record-keeping, and organizing event-related documents.

2. Data Collection and Organization - Collaborate with other staff and Board of Director members to gather relevant data and information for reporting purposes. Organize and maintain data in a systematic and accessible manner for various administrative needs.

3. Report Support - Prepare reports by gathering necessary data and information from various sources; some research may be required. Create, format, and organize reports as directed.

4. Fundraising Event Support - Assist in planning and coordinating fundraising events, including logistics, venue arrangements, and vendor communication. Utilize fundraising experience to enhance event planning.

5. Community Event Preparation - Help prepare for community events organized by the Foundation, including local outreach, logistical arrangements, and promotional and fundraising activities.

6. Vendor Communication - Communicate with vendors to inquire about services, obtain estimates, and resolve any issue as needed.

7. Promotional Material Assistance - Support in creating and distributing promotional materials for fundraising and community events. Ensure materials reflect the Foundation's branding and message. Utilize marketing skills to enhance promotional materials and efforts.

8. SocialMedia/Website Management:

• Assist in managing social media platforms (e.g., Facebook, Instagram) to promote the Foundation's initiatives and events.

• Create and schedule engaging posts, including updates, success stories, and event announcements.

• Monitor social media interactions and respond to comments and messages promptly and professionally. Seek assistance and clarification of content when needed.

• Present creative ideas and solutions to improve the Foundation's communication and outreach strategies.

• Update/maintain website (ie. monthly newsletters, upcoming events, etc). Knowledge of WIX helpful

• Contribute/design monthly newsletter to donors.

1. Miscellaneous:

• Represent the Foundation at events and functions as needed. Attend meetings, training sessions, and appointments as required for the position and at the request of the Executive Director.

• Any other responsibilities pertaining to the position not included in this job description as requested by the Foundation.

MINIMUM QUALIFICATIONS

The position requires five (5) years of prior executive-level Administrative Assistant experience, a passion for the Foundation's mission and commitment to making a positive impact, excellent organizational and time-management skills, and the ability to handle multiple tasks effectively.

Qualified candidates must possess strong interpersonal, communication, and written skills, pay attention to detail, maintain professional working relationships with other employees and the general public, and be a self-starter. Advanced proficiency in Microsoft Office Suite (Word, Excel) along with other online communication and social media tools are a must, as are basic mathematical and problem-solving skills and strong attention to detail. Candidates must be able to work collaboratively with a diverse team and adapt to changing priorities; bring a positive attitude and willingness to contribute to the success of the Foundation. Fundraising experience is a plus. A valid Massachusetts Driver’s license, a reliable vehicle, and the ability to pass a CORI background check are needed. Regular and punctual attendance is a requirement of the position.

SUPERVISION

Work is performed under the Executive Director's or a designee's general direction. The Administrative Assistant must become familiar with the work routine and carry out responsibilities and tasks independently with specific instructions. Reviews of work produced will be sufficient to keep the Executive Director aware of progress and/or issues and ensure that instructions are followed.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

Job Environment

• Duties are performed in a typical office environment with typical office equipment. Duties are also conducted in the field, which is often outdoors and may involve attending events and fundraisers to promote the Foundation.

• Occasional duties required on weekends or evenings

• Frequent contact with other Foundation employees, vendors, and the general public (by phone, email, and in-person).

Physical Requirements

The physical demands described are representative of those that must be met to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Regularly required to walk, stand, sit, talk, observe, and hear; required to operate a computer, printer, telephone, copier, and other standard office equipment requiring eye-hand coordination and finger dexterity. Must be able to lift or move objects in the office, in and out of vehicles and events spaces, or in the field weighing up to 20 lbs.

• Must be able to communicate written and verbally. Vision and hearing at or correctable to normal ranges.

Interested candidates should submit a resume and cover letter demonstrating writing skills, outlining their qualifications and relevant. Incomplete submissions will not be reviewed.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 15 – 20 per week

Schedule:

• 4 hour shift
• Choose your own hours
• Monday to Friday
• No nights

Work Location: Hybrid remote in Springfield, MA 01108