Overview

Position Overview: The Administrative Assistant is an integral player in a small but mighty team working hard each day to make life better for thousands of New Yorkers who are struggling to survive. The Administrative Assistant is responsible for day-to-day office tasks, including data entry, donor stewardship, general communications, program assistance, reporting, and other tasks as needed.  The Administrative Assistant reports to the Executive Director, and also assists the Program and Development Directors.

Main Responsibilities:

Data Entry and Filing

  • Record statistics and registrations from Welcome Table, Food Pantry, and Clothing Room
  • Record donations
  • Track receipts for credit card purchases

Donor Stewardship

  • Produce acknowledgement letters to donors
  • Assist with mailings for campaigns and other donor outreach efforts

Communications

  • Produce e-newsletters to volunteers
  • Coordinate with ED and web designer to update website
  • Update program brochures

Program Assistance

  • Prepare supplies and paperwork for programs as needed
  • Assist with grant mailings

Reporting

  • Submit monthly statistics to citywide database
  • Assist with preparation of grant reports

Other

  • Answer and direct phone calls
  • Manage general email account and respond to or direct emails as necessary
  • Assist with special projects and special events as needed
  • Other tasks as assigned by supervisor

Qualities/Qualifications:

  • Proficient with Microsoft Office, specifically Word and Excel
  • Diligent, attention to detail
  • Self-starter
  • Positive attitude and sense of humor
  • Willingness to learn
  • Strong oral and written communication skills
  • English fluency required; proficiency in Spanish or Mandarin/Cantonese a plus
  • Experience with Photoshop, Canva, and/or Salesforce CRM a plus

Additional:

The Administrative Assistant is welcomed and encouraged to spend time in the Xavier Mission programs in order to familiarize themselves with the programs for which they will be providing assistance and to experience direct service with those whom we serve. 

Essential Physical Demands:

The person in this position:

  • Must be able to frequently remain in a stationary position.
  • Occasionally moves about inside the office to access file cabinets, office machinery, other offices, etc.
  • Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and computer printer.
  • Frequently communicates with staff, donors, volunteers, and clients and must be able to exchange accurate information in these interactions.

Salary/Wages & Benefits:

  • $20/hour
  • 20 hours per week to start (potential for more hours if needed)
  • Flexible schedule
  • Generous paid time off policy

Notes:

  • This is a part-time, hourly position.
  • This position will start as an in-person position. Position may shift to hybrid in-person/remote if tasks allow.