Administrative Assistant

Administrative Assistant

Full or Part-Time Position Available

Classification:
Non-Exempt

Reports To:

President/CEO

Starting Pay: $18.00/hour

We are seeking a mission-driven, proactive, detail-oriented Administrative Assistant to be the heartbeat of our office. You will support daily operations and serve as a dedicated point of contact for our valued members — the “engine room” of our organization — ensuring our members feel heard, our records stay pristine, and our advocacy efforts are well-supported.

If you’re a problem-solver who anticipates needs before they arise, loves a well-organized database and calendar, and thrives on making order out of chaos — we want to meet you.

• Member Relations & Support:
  Act as the first point of contact for member inquiries via phone and email. Assist with new member onboarding, renewals, and benefit explanations.
• Database Management (CRM):
  Maintain the integrity of our membership database. Update contact information, track engagement, and generate reports.
• Calendar & Meeting Support:
  Maintain the CEO’s calendar, coordinate scheduling, and help prepare materials for meetings.
• Committee & Volunteer Support:
  Schedule meetings, prepare digital packets and agendas, accurately record minutes for official record-keeping, and assist with volunteer coordination.
• Operations & Record Keeping:
  Assist with electronic and physical filing systems to ensure accurate and accessible organizational records.
• Financial Support:
  Assist with accounts payable and receivable functions.
• Event Coordination:
  Provide logistical support for online and in-person events, including scheduling, materials preparation, and day‑of coordination.
• Communication Support:
  Assist in drafting the monthly member newsletter, organizational correspondence, and updates to the website and social media channels.
• Other duties as assigned.

• 2+ years of administrative experience, ideally within a nonprofit or association setting and/or college degree.
• High proficiency in Microsoft Office/Google Workspace (Word, Excel, PowerPoint, Outlook required);
  Zoom and Microsoft Teams.
• Comfortable with membership database/CRM management tools and email marketing platforms (e.g., Mailchimp or Constant Contact).
• Quick Books experience preferred;
  Canva experience a plus.
• Warm, empathetic, and professional communication style — you understand that every interaction is an opportunity to strengthen a member’s connection to the mission.
• Ability to manage multiple priorities with minimal supervision and strong attention to detail.
• Genuine interest in nonprofit work and mission-driven organizations.

• Member & Relationship Focus — Genuinely values every interaction with members, volunteers, and community partners as an opportunity to strengthen their connection to the mission. Responds with warmth, professionalism, and follow-through.
• Attention to Detail — Takes pride in accuracy across data entry, record‑keeping, minutes, and communications. Ability to catch errors before they become problems and maintains high standards even under time pressure.
• Organizational Excellence — Manages multiple tasks, deadlines, and moving parts simultaneously without losing track of priorities. Brings structure to a fast‑moving environment.
• Initiative & Resourcefulness — Anticipates needs, identifies gaps, and makes suggestions for improvement. Finds practical solutions with limited resources — a hallmark of effective nonprofit work.
• Discretion & Confidentiality — Exercises sound judgment when handling sensitive member information, financial data, and personnel matters. Understands the trust placed in an administrative role.
• Communication — Writes and speaks clearly and professionally across a variety of audiences and channels — from member emails to social media posts to board meeting minutes. Adapts tone appropriately for each context.
• Mission Alignment — Brings genuine enthusiasm for nonprofit work and the communities North County Inc. serves. Understands that administrative excellence directly supports organizational impact.
• Adaptability — Stays flexible and calm when priorities shift, tasks stack…