Office Assistant

Help create a night of celebration for all things Valley Catholic. The Sisters of St. Mary of Oregon (SSMO) Foundation is seeking a warm, welcoming, and customer-focused Office Assistant: to be the behind-the-scenes star of our Annual VCS Gala—a beloved gathering of community members, parents, alumni, and friends.

As the key support person for this signature event, you’ll keep details organized, lend a friendly hand to guests and volunteers, and ensure everything runs smoothly from planning to applause.

If you love connecting with people, thrive on teamwork, and enjoy making big events feel seamless, we’d love to meet you!

Temporary Schedule: :
10 - 15 hours weekly between October 1 - November 10th,

Successful completion of Background screenings are required for all campus employees.:

Essential Duties include, but are not limited to the following:

• Provide administrative support, provide general office tasks, file documents, handle incoming and outgoing mail when necessary.
• Enter, maintain, and update donor, guest and auction data into the Foundations CRM fundraising database. Including tracking donations, sponsorships and receipts.
• Assist with logistics for the gala, such as scheduling meetings, preparing materials, and coordinating guest lists.
• Assist with mailing lists, donor research, tracking contributions and possibly preparing thank-you letters and other fundraising materials (name tags, guest lists, mailing labels).
• Generate reports from the data base and assist with the preparation of reports.
• Maintain a clean and organized office environment, assist other staff and volunteers and contribute to special projects as needed.
• Accurately enter donor, guest, and auction data into the event database.
• Prepare and organize event materials such as name tags, guest lists, and mailing labels.
• Maintain confidentiality of all donor and financial information.
• Other duties as assigned

Responsibilities:

• Communicate progress and any issues to the Gala/Event Coordinator.
• Follow established data management and privacy protocols.

Required Skills/Abilities:

• Excellent written and verbal communication skills to interact tactfully with donors, applicants and staff.
• Superior organizational skills with a strong ability to manage multiple tasks, meet deadlines, and pay close attention to detail.
• Proactively problem solve.
• Ability to work independently and with a team while managing time effectively.

Education and Experience: :

• High School diploma or equivalent.

Preferred Skills:

• Prior office, clerical, or data entry experience preferred.
• Proficiency with Greater Giving and Google Workspace.
• Experience with donor management or CRM software.
• Familiarity with fundraising or event coordination.

Physical Requirements:

• Remaining stationary position for long periods while using a computer.
• Remaining on one’s feet on one’s feet for extended periods, especially during even setup, execution and breakdown.
• Mobility to move throw-out the venue, both indoors and outdoors, which may include navigating uneven surfaces.
• Using hands and fingers to type, handle documents, and operate standard office equipment line phone, printer and computers.
• Specific vision abilities, including close vision, are needed to read and process high volumes of written and on-screen information
• Communicate by speaking and hearing abilities that require and exchanged of information in person and over the phone with donors, vendors, and team members.
• Ability to lift, push, pull and move event supplies, such as boxes, equipment, tables, chairs ranging from 25 to 50 lbs. on a regular basis.
• Extending hands and arms to set up decorations, access storage, or organize materials at various heights.
• Occasionally knee, stoop, bend, and crouching to access files or set up display areas, or clean up as necessary. Prolonged periods of sitting at a desk and working on a computer.

SSMO Sponsored ministries encourage people from all backgrounds, communities, and industries to apply.