Administrative Assistant

Administrative Assistant Job Description

Organization: Friends of Wehr Nature Center, Inc.

Position Type: 32 hours per week

Equipment: Laptop provided

Hourly Wage: $22.00

DESCRIPTION

The Administrative Assistant plays a key role in supporting the operations of the Friends of Wehr (FOW) Nature Center. This position provides administrative, financial, and event support to the FOW Board and Committees, while supporting FOW and Wehr Nature Center staff.

JOB DUTIES

Administrative and Operational Support

• Respond to member and donor questions via phone and email
• Process memberships, donations, sponsorships, grants, and event registrations in Neon CRM
• Collaborate with the Membership committee to improve database workflows and processes
• Handle and document Honorary and Memorial Gifts, including accurate tracking in the database and coordination of acknowledgment communications
• Coordinate brick and plaque orders for honorary and memorial gifts
• Manage ordering, processing, and placement logistics for bricks and plaques
• Provide data and reports for monthly board meetings, committee meetings (as needed) and annual meeting 
• Coordinate logistics for board and committee meetings, including scheduling, materials, and setup
• Schedule meetings and appointments for FOW (Google calendar)
• Order office supplies, manage inventory, and maintain FOW office equipment 

Financial & Recordkeeping Support

• Track and enter donation and revenue deposits into accounting spreadsheets for month-end accounting
• Prepare checks for Operations Director to review
• Maintain organized financial and event-related records
• Track event-related expenses and revenue

Communication & Coordination 

• Serve as a primary point of contact by answering phone calls and responding to emails from your personal email and shared info email address
• Direct inquiries to appropriate staff, board members, or committees
• Support internal communication between FOW and Wehr Nature Center staff
• Attend staff meetings as needed to ensure alignment and information sharing
• Answer phone calls, respond to emails, and direct inquiries to appropriate parties

Events & Fundraising Support 

• Support logistics for events and fundraisers, including registration and attendee management
• Assist with point-of-sale (POS) systems and event-day operations
• Maintain event records, track expenses, and support post-event reconciliation
• Provide on-site support and troubleshoot issues as they arise

Other Duties As Assigned

• Take on additional responsibilities as assigned to support the mission and operations of FOW

DESIRED QUALIFICATIONS

• Proficient in Microsoft Office Suite: Word, Excel, PowerPoint, QuickBooks
• Basic accounting tasks
• Excellent communication skills, both verbal and written
• Strong organizational skills: Ability to prioritize tasks and manage multiple projects simultaneously while maintaining a calm and positive demeanor. 
• Attention to detail: Ensuring accuracy in all administrative tasks.
• Time management skills: Meeting deadlines and managing workload effectively.
• Confidentiality: Handling sensitive information with discretion. 
• Adaptability and flexibility: Adopting new technology and processes, managing unexpected tasks, learning and embracing new challenges.  
• Professionality: Works well in a collaborative and team-oriented environment.

BENEFITS

FOW will contribute $1.00 per hour worked to a Health Savings Account (HSA). Accrue 100 hours paid time off (“PTO”) per calendar year. Paid holidays. 

ADDITIONAL INFORMATION

This position reports to Melissa Hoppe, Friends of Wehr Operations Director. Benefits include paid time off and a health savings account deposit. Interested candidates should email a cover letter and resume to Melissa Hoppe, Friends of Wehr Operations Director at mhoppe@friendsofwehr.org