Administrative Assistant/office Support

3 days ago

Westfield, United States Genesis Spiritual Life and Conference Center Full time

**Job Title**: Administrative Assistant/Office Support

Status: Full-Time, Hourly

Anticipated Hours: 40 hours per week (Sunday - Thursday, some nights and weekends required)

**Reports to**: Executive Director

Genesis Spiritual Life & Conference Center is a retreat center located in western MA. We host and facilitate programs and events where all are invited and welcomed. We are a growing organization and looking for someone to help us manage our day-to-day operations.

**Summary**: Working closely with the Executive Director, Program Director, and Registrar/Hospitality & Event Coordinator, the Administrative Assistant will provide administrative office support for Genesis ensuring the overall office runs efficiently and effectively.

**Administrative Duties/Office Support**:

- Maintain the office calendar for staff schedules and vacations
- Write memos, correspondence, invoices, receipts, spreadsheets and other reports as needed
- Assist in keeping the office database and filing system up to date and organized
- Purchase office supplies and maintain/troubleshoot printer, copier, phones, shredder
- Participate in and prepare meeting minutes as needed
- Help with materials and packets for board of trustee meetings
- Take payments and process credit card payments maintaining confidentiality
- Keep office forms and rate sheets current and ensure copies are available
- Process petty cash disbursements when Bookkeeper is absent
- Database Administration of our web-based Retreat Guru CRM system
- Work collaboratively with other team members to ensure ongoing reporting, analysis and continuous improvement of systems to support marketing, sales, program and fundraising outcomes and initiatives
- Process financial donations

**Input information into database**:

- Create and send financial donation tax receipts/thank you letters
- Facilitate and implement a donor appreciation system
- File appropriate documentation for future use
- List management for donor, volunteers, guests
- Process registration payments in Quick Books, prepare and provide to bookkeeper batch reports
- Work with appropriate staff members to reconcile accounts with the bookkeeper, process refund requests for cancellations
- Follow up with participants for payments not received
- Assist in creating check-in lists, meal/dietary reports for the kitchen
- When required, welcome guests, provide orientation and check-in on both weekdays and weekends
- Coordinate scholarship / financial aid requests
- Provide on-site and Zoom program support, as needed
- Provide coverage for guests in house as needed - ensuring their needs are met with luggage, room amenities, etc.
- Maintain accurate signage indicating group location

**Attend organizing meetings, follow up on administrative details as needed**
- Special Event Support:

- Events to include Wine Tasting, and others as needed
- Manage mailings to potential sponsors, raffle/auction donors and guests for ongoing events
- Mail-merge, print letters, envelopes and supporting materials
- Coordinate raffle and auction prize details including solicitation, recognition, acknowledgement and prepare items for night of events
- Assist with pre
- and post-event preparations including assisting with setup, cleanup, creating and sending thank you letters, and general event resolution
- Attend debrief meeting, collecting notes in preparation for the next year’s event
- Attend planning meetings and follow-up on administrative details
- Other duties as assigned to support Genesis’ mission of hospitality

**The Administrative Assistant is**:

- professional and organized, proficient in writing and editing
- proficient in Microsoft Office Suite, including Word, Excel, and Outlook as well as zoom.
- able to organize and maintain file systems, including database management via Retreat Guru
- comfortable in a religious setting, and comfortable honoring diversity, able to maintain confidentiality
- efficient and effective at time management, able to multitask and complete projects on a deadline
- able to work collaboratively with others, able to maintain professional boundaries
- Open to the possibility of a flex schedule to accommodate changing needs in retreat environment, which could include nights and weekends

Pay: From $20.00 per hour

Expected hours: 40 per week

**Benefits**:

- 401(k)
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Weekends as needed

**Experience**:

- Office Administrator: 5 years (preferred)

Ability to Commute:

- Westfield, MA 01085 (required)

Ability to Relocate:

- Westfield, MA 01085: Relocate before starting work (required)

Work Location: In person

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