Administrative Assistant

6 days ago

Austin, United States HAAM - Health Alliance for Austin Musicians Full time

Are you in tune with your attention to detail, can you go to the beat of your own organizational drum, or enjoy jamming out with others to help achieve a shared goal? Do you enjoy live music in Austin and want to find a way to support local musicians?

Health Alliance for Austin Musicians (HAAM) is currently seeking an energetic, highly organized, personable individual to work with HAAM’s Office Manager to assist in the administrative tasks of Austin’s leading music healthcare organization.

The Administrative Assistant will need to be adaptable, and able to thrive in high-volume work with little supervision. This position will oversee tasks delegated to you by the Office Manager, including but not limited to assisting with bookkeeping duties, managing donor relations, scheduling and supporting meetings, supporting facilities maintenance, and handling general administrative tasks as assigned.

The work of the Administrative Assistant will result in maximized productivity of the organization. Effective communication, the ability to engage individually and with large groups, and maintaining confidentiality are essential to the role.

Experience in Microsoft Office 365, and Google Suite is required. Experience in nonprofit bookkeeping and Salesforce is strongly preferred.

**DUTIES/RESPONSIBILITIES**:

- Welcome guests to our office, and help upkeep its visual neatness
- Enter donor data into a CRM system
- Assist with fundraising, programmatic, and marketing/communication projects as directed
- Compose a variety of acknowledgment letters and thank you notes to donors
- Open, distributes, and handles, as appropriate, incoming mail and prepare outgoing mail
- Assist with procurement as needed
- Maintain and organize various file systems
- Handle other duties as assigned

**ADDITIONAL RESPONSIBILITIES AND REQUIREMENTS**:

- Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly
- Lift and carry up to 25 lbs
- Ability to work protracted or irregular hours in the office and at offsite events
- Ability to drive personal or agency vehicle for agency business and to maintain vehicle liability insurance.

**EXPERIENCE/SKILL REQUIREMENTS**
- Minimum of 2+ years of relevant experience, preferably including experience with nonprofit organizations
- Excellent computer skills, including proficiency in the use of Microsoft Office Suite, Google Suite, as well as Salesforce and/or Charity Engine
- Possess demonstrated written and oral communication abilities
- Trustworthy with a strong personal alignment with, and a commitment to, HAAM’s mission
- A resourceful self-starter who embraces new challenges and is internally motivated to succeed
- Ability to manage multiple projects from inception to completion with high quality results
- Creative thinker, with the ability to be flexible and modify work and role as requested
- Excellent time management & people skills
- Solid organizational skills including attention to detail and multitasking skills
- Comfortable working as part of a team, but also independently
- Strong critical thinking skills and possess a problem-solving aptitude
- Ability to work in a fast-paced and high impact environment with mínimal supervision
- Experience with social/digital media, marketing, and/or communications a plus
- Can-do spirit and a natural ability to build positive relationships quickly

**PREFERED QUALIFICATIONS**:

- Minimum of high school diploma or equivalent

**COMPENSATION**
- Non-exempt position, eligible for overtime, hourly rate between $21/hr ($43,680) to $24/hr ($49,920)
- Health, dental, and vision insurance as well as other ancillary benefits
- 401K with 6.5% employer match
- 12 paid holidays and three weeks of Paid Time Off

**CORE COMPETENCIES**:

- **Organizational Skills**: Given the variety of tasks such as processing donor data, handling incoming/outgoing mail, maintaining office space, and organizing files, strong organizational skills are essential to manage these responsibilities efficiently.
- **Communication Abilities**: The position involves composing detailed donor acknowledgment letters, interacting with donors, and collaborating with team members. Demonstrated written and oral communication abilities are crucial for effective communication both internally and externally.
- **Time Management**: Excellent time management skills are necessary to prioritize tasks, meet deadlines, and maintain quality results in our fast paced environment.
- **Adaptability and Flexibility**: The role requires being a creative thinker who can modify work and adapt to changing demands. Flexibility in tasks and roles, along with the ability to thrive in a dynamic environment, are important qualities.

**About HAAM**

Health Alliance for Austin Musicians (HAAM) is dedicated to supporting Austin's vibrant music community by providing access to affordable healthcare for working musicians. With over 9,000 musicians and 3,000 HAAM members,

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