MGA Foundation Administrative Assistant

Position Summary (25-30 hours per week M-Th)

The MGA Foundation Administrative Assistant provides essential operational and administrative support to the Caddie Scholarship Funds (CSFs). This part-time role ensures smooth day-to-day operations, maintains accurate records, coordinates logistics for events and meetings, and supports the Foundation team with critical administrative tasks. This position reports to the Manager, Caddie Scholarship Funds.

Core Responsibilities

Administrative Support (50%)

• Provide administrative support to the Caddie Scholarship Fund team, including scheduling meetings, preparing documents, mailings, and managing correspondence
• Assist in the preparation and coordination of board meetings, including agenda development, meeting materials, and follow-up actions
• Prepare and distribute meeting minutes for Foundation and CSF board meetings
• Manage Foundation calendar and coordinate meeting logistics
• Handle routine email and phone inquiries for the Foundation
• Prepare mailings and materials for Foundation events and communications
• Process and file expense reports, invoices, and financial documentation
• Maintain organized filing systems (digital and physical) for Foundation records
  
  

Database & Records Management (30%)

• Perform data entry and maintain accurate records in HubSpot CRM
• Update donor information, contact details, and interaction records
• Assist with maintaining CSF databases and contact lists
• Generate basic reports from HubSpot as requested
• Ensure data accuracy and completeness through regular quality checks
• Process and track donor acknowledgments and thank-you correspondence
• Maintain records of grants, donations, and Foundation activities
  
  

Event Support (15%)

• Assist with Foundation events, such as fundraisers, conferences, and workshops
• Coordinate event logistics including venue setup, materials preparation, and vendor communication
• Track RSVPs and manage event registration lists
• Prepare event materials, name tags, signage, and handouts
• Assist with post-event follow-up and thank-you communications
• Support virtual meeting setup and technical coordination as needed
  
  

Special Projects & Team Support (5%)

• Assist the CEO/Executive Director with administrative duties as needed
• Support the Senior Specialist, Technology with routine tasks that don't require technical expertise
• Prepare reports, presentations, and documents for Foundation leadership
• Assist with research and information gathering for Foundation initiatives
• Provide backup support for other Foundation team members as needed
  
  

Qualifications

Required

• Associate's degree or equivalent administrative experience (minimum 2-3 years)
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines
• Professional demeanor and ability to maintain confidentiality
• Experience with database management and data entry
• Self-starter who can work independently with minimal supervision
  
  

Preferred

• Experience in nonprofit organizations, particularly foundations or fundraising
• Familiarity with HubSpot CRM or similar database platforms
• Experience supporting board meetings or executive leadership
• Understanding of donor relations and fundraising operations
• Valid driver's license and willingness to travel occasionally for events
  
  

Working Conditions

• Part-time position: 25-30 hours per week
• Location: MGA offices in Elmsford, NY
• Schedule: Flexible hours with occasional evening or weekend availability for events
• Reporting structure: Reports to Manager, Caddie Scholarship Funds
  
  

Compensation & Benefits

• Hourly rate commensurate with experience ($17-20/hour)
• Prorated PTO for part-time status
• Access to office facilities and resources
• Potential for increased hours during peak periods (events, board meetings, year-end giving)
  
  

ABOUT THE MGA: The Metropolitan Golf Association (MGA), founded in 1897, is one of the nation’s oldest and largest amateur golf associations, serving more than 500 member clubs and 175,000 golfers in the greater Metropolitan New York Area. The MGA is a not-for-profit organization that offers a wide range of core services such as: handicapping, course rating, an award-winning magazine (The Met Golfer), and conducts some of the nation’s oldest and most prestigious regional championships. The charitable arm of the Association, the MGA Foundation provides life-changing opportunities through the game of golf in the Met Area. The MGA is an Allied Golf Association of the USGA and promotes the best interests of the game of golf.

At the MGA, we recognize that fostering an environment where everyone feels respected and included is essential for driving creativity, innovation, and overall success. We are committed to advancing diversity and inclusion within our organization and the sport of golf.

For more information on the MGA and MGA Foundation, please visit www.mgagolf.org.