MGA Foundation Administrative Assistant

Salary: $17-20 per hourPosition 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 ResponsibilitiesAdministrative Support (50%)Provide administrative support to the Caddie Scholarship Fund team, including scheduling meetings, preparing documents, mailings, and managing correspondenceAssist in the preparation and coordination of board meetings, including agenda development, meeting materials, and follow-up actionsPrepare and distribute meeting minutes for Foundation and CSF board meetingsManage Foundation calendar and coordinate meeting logisticsHandle routine email and phone inquiries for the FoundationPrepare mailings and materials for Foundation events and communicationsProcess and file expense reports, invoices, and financial documentationMaintain organized filing systems (digital and physical) for Foundation recordsDatabase & Records Management (30%)Perform data entry and maintain accurate records in HubSpot CRMUpdate donor information, contact details, and interaction recordsAssist with maintaining CSF databases and contact listsGenerate basic reports from HubSpot as requestedEnsure data accuracy and completeness through regular quality checksProcess and track donor acknowledgments and thank-you correspondenceMaintain records of grants, donations, and Foundation activitiesEvent Support (15%)Assist with Foundation events, such as fundraisers, conferences, and workshopsCoordinate event logistics including venue setup, materials preparation, and vendor communicationTrack RSVPs and manage event registration listsPrepare event materials, name tags, signage, and handoutsAssist with post-event follow-up and thank-you communicationsSupport virtual meeting setup and technical coordination as neededSpecial Projects & Team Support (5%)Assist the CEO/Executive Director with administrative duties as neededSupport the Senior Specialist, Technology with routine tasks that don't require technical expertisePrepare reports, presentations, and documents for Foundation leadershipAssist with research and information gathering for Foundation initiativesProvide backup support for other Foundation team members as neededQualificationsRequiredAssociate'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 detailExcellent written and verbal communication skillsAbility to manage multiple tasks and meet deadlinesProfessional demeanor and ability to maintain confidentialityExperience with database management and data entrySelf-starter who can work independently with minimal supervisionPreferredExperience in nonprofit organizations, particularly foundations or fundraisingFamiliarity with HubSpot CRM or similar database platformsExperience supporting board meetings or executive leadershipUnderstanding of donor relations and fundraising operationsValid driver's license and willingness to travel occasionally for eventsWorking ConditionsPart-time position: 25-30 hours per weekLocation: MGA offices in Elmsford, NYSchedule: Flexible hours with occasional evening or weekend availability for eventsReporting structure: Reports to Manager, Caddie Scholarship FundsCompensation & BenefitsHourly rate commensurate with experience ($17-20/hour)Prorated PTO for part-time statusAccess to office facilities and resourcesPotential 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 nations 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 nations 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 visitwww.mgagolf.org.

Salary : $17 - $20