Administrative Assistant/Office Support

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:

• Answer or transfer phone calls, and respond to general inquires on phone and email
• 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
• Sort and deliver all mail (including some emails)
• 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 program and retreat registrations in Retreat Guru from the website and including email, mail, and phone registrations
• 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:

• personable and friendly - able to interact appropriately with visitors and vendors in person, over the phone and via email, while completing work duties
• 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

Job Type: Full-time

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

Salary : $20