Administrative Assistant

Botanic Garden of Western Pennsylvania

Administrative Assistant

Job Description

  Reports to the President Responsive to other staff members Works with volunteers and Board members as required

 

RESPONSIBILITIES

 

Administrative/Office Management: Database management – fundraising, membership, event, and Bloom (pull reports, data entry, mailing lists) Prepare and distribute Stepping Stones newsletter Monthly board meetings – attend each meeting, order refreshments, take minutes, publish and distribute minutes BGWP meetings – attend other meetings as required, take minutes, order refreshments E-mail blasts Answer phone and greet walk-in guests Prepare letters Process and distribute mail Create a filing system and label cabinets Order supplies and keep them organized Keep a supply of letterhead, BG envelopes, and stamps Coordinate maintenance of all computer systems and office equipment

 

Memberships/Donations: Prepare membership letters and labels for the volunteer to stuff and mail each month Prepare annual fund campaign letters Process memberships and donations and track all gifts in database

 

Events: Process orders for events and track in database Create a binder for each event and keep copies of all registration forms in the binders Keep track of the plant sale spreadsheet Help unload the plants from the trucks Help with set up and take down for all events Assist with other details of the events as needed

 

Financial: Keep track of financials in Quickbooks Process payments for memberships, donations, and events (checks, credit cards and cash including sales from the web site) Prepare and make bank deposits Process invoices Work with Bookminders to document and track BGWP financials

 

EXPERIENCE

  Bachelors degree in Business, Management, Finance, Communications or related field 3-5 years in administrative, accounting, and/or database management position Proven successes in managing a variety of assignments simultaneously while maintaining strict attention to detail

 

SKILL

  Proficient in Microsoft Office, Outlook, Quickbooks, and DonorPerfect or similar database management system Excellent communication skills both written and orally Demonstrates a high degree of organization Able to work as a team member Excellent computer skills

 

WORK CONDITIONS

  Must be able to sit for extended periods of time Must be able to operate computer equipment and copier Must be able to lift up to 40 pounds Evening, weekend, and extended hours required occasionally