Administrative Assistant

Join Us in Making a Difference – A Purpose-Driven Career Opportunity!

Are you ready to take the next step in your career and give back to the community that shaped you?

We’re seeking a dedicated professional who is passionate about service, impact, and purpose. This opportunity is perfect for someone eager to use their skills and experience to uplift others while growing personally and professionally.

If you’re looking for more than just a job — if you want to make a meaningful difference — this could be the role for you.

Help us create lasting change! Send your resume today to Executive Director, Paula Hader at [email protected]

Seeking Assistant to Executive Director

Position Purpose

The Assistant to the Director serves as a key operational and administrative support position for Senior Citizens Activities, Inc. (SCAI), a nonprofit organization dedicated to enriching the lives of adults 50+ through affordable opportunities for social connection, lifelong learning, wellness, recreation, creativity, personal growth and community engagement.

The Assistant to the Director works closely with the Executive Director to help ensure the Center's programs, activities, communications, fundraising initiatives, administrative functions and day-to-day operations are organized, efficient and responsive to the needs of participants.

This position requires a highly organized, dependable and collaborative individual who can manage multiple responsibilities, demonstrate initiative, communicate effectively and follow through on assigned projects.

Core Responsibilities

1. Administrative & Executive Director Support (requires on-site presence)

• Provide day-to-day administrative and operational support to the Executive Director.
• Assist the Executive Director in managing the Center's daily activities and priorities.
• Prepare correspondence, documents, reports, forms and other materials as requested.
• Maintain organized electronic and paper files, records and documentation.
• Assist with scheduling, meetings, appointments and other administrative needs.
• Handle telephone, email and in-person inquiries professionally and courteously.
• Maintain confidentiality regarding organizational, personnel, financial and participant information.
• Complete special projects and other duties as assigned by the Executive Director.

2. Center Communication & Information

• Keep the Executive Director fully informed of Center-related happenings and matters that may affect participants, staff, volunteers, programs, facilities or the organization.
• Promptly communicate participant concerns, program issues, volunteer matters, facility needs, complaints, unusual situations and other significant developments to the Executive Director.
• Maintain open and consistent communication with the Executive Director regarding assigned responsibilities and ongoing projects.
• Bring questions, concerns or competing priorities to the Executive Director for discussion and direction.
• Assist in ensuring that accurate and timely information flows between the Executive Director, staff, volunteers, instructors, participants and community partners.

3. Monthly Calendar & Newsletter

• Take primary responsibility for the creation, preparation and uploading of the monthly activity calendar and newsletter to LPI following specification/regulations, in coordination with the Executive Director. Preparation and printing of the newsletter labels and paperwork for the volunteers who assist in assembling newsletters for mailing and ultimate delivery to the Post Office for bulk mailing.
• Collect, organize and verify program, activity, event and informational content.
• Coordinate deadlines and gather information from instructors, volunteers, staff and other contributors.
• Proofread materials for accuracy, clarity, grammar and consistency.
• Prepare materials for printing, electronic distribution, website posting and other appropriate communication channels.
• Ensure calendars and newsletters accurately reflect approved programs, schedules and organizational priorities.
• Obtain Executive Director review and approval when appropriate before publication or distribution.

4. Program & Participant Support

• Assist with scheduling, coordinating and promoting programs, activities and special events.
• Help prepare rooms, materials, supplies and equipment for programs and activities.
• Communicate with instructors, facilitators and volunteers regarding program logistics.
• Assist with participant registrations, payments, attendance and general questions.
• Help create a welcoming, respectful and participant-focused environment.
• Listen to participant feedback and communicate suggestions or concerns to the Executive Director.
• Assist in gathering participation information and evaluating programs and activities.

5. Grant Writing & Development Support

• Research grant opportunities appropriate to SCAI's mission, programs and funding needs.
• Assist with or take primary responsibility for assigned grant applications, grant narratives, budgets, supporting documentation and grant reports.
• Maintain a calendar of grant deadlines, reporting requirements and follow-up responsibilities.
• Gather program statistics, organizational information and supporting materials needed for grant applications.
• Assist the Executive Director with identifying funding opportunities and communicating the Center's impact to prospective funders.
• Maintain organized records of submitted grants, awards, correspondence and reporting requirements.

6. Premier Bingo & Fundraising Reporting

• Complete Premier Bingo reporting and related administrative responsibilities accurately and on a timely basis.
• Maintain appropriate records related to Bingo participation, sponsorships, revenues, expenses and other required information.
• Assist with sponsor recognition, communications and follow-up.
• Provide required information and documentation to the Executive Director and appropriate financial personnel.
• Assist with administrative responsibilities associated with the Center's other fundraising activities, including the Golf Outing, Car Raffle and other special events.

7. Marketing & Communications

• Assist with creating and distributing flyers, newsletters, emails and promotional materials according to the established guidelines including SCAI logo, phone number, location, etc.
• Assist with maintaining current program and event information on the website, social media and other communication platforms.
• Promote programs, activities, fundraisers and organizational accomplishments.
• Collect photographs, stories and information that demonstrate the Center's impact.
• Assist with community and media communications as directed by the Executive Director.
• Ensure public-facing communications are accurate and consistent with the organization's mission, identity and messaging.

8. Volunteer Support

• Assist with recruiting, welcoming, scheduling and communicating with volunteers.
• Help coordinate volunteer assignments and responsibilities.
• Instruct volunteers on how to log their volunteer hours.
• Provide volunteers with information necessary to perform assigned duties.
• Communicate volunteer concerns or issues to the Executive Director.
• Help recognize and support volunteers as an essential part of the organization's success.

9. Financial & Recordkeeping Support

• Assist with participant registrations, payments, receipts and deposits as assigned.
• Maintain accurate administrative and financial documentation.
• Assist with tracking revenues, expenses, sponsorships, donations and fundraising activities.
• Provide accurate information and supporting documentation to the Executive Director, Treasurer and/or designated bookkeeping personnel, when necessary.
• Follow established financial procedures and internal controls.

10. Facility & Daily Operations

• Assist with the daily operation and organization of the Center.
• Help coordinate room setups, equipment, supplies and facility needs.
• Monitor and report maintenance, safety, technology or facility concerns to the Executive Director.
• Assist with basic technology and office equipment needs.
• Help ensure that the Center is organized, welcoming and prepared for daily programs and activities.

11. Community & Sponsor Relations

• Assist the Executive Director in maintaining positive relationships with sponsors, donors, businesses, nonprofit organizations and community partners.
• Communicate professionally and positively with participants, volunteers and members of the community.
• Assist with community outreach, special events and partnership activities.
• Represent SCAI professionally within the scope of assigned responsibilities.

Direction, Authority & Accountability

The Assistant to the Director is expected to demonstrate initiative, sound judgment, dependability and problem-solving skills while operating within the direction and authority of the Executive Director.

• The Executive Director has overall responsibility and authority for the organization's day-to-day management, operations, priorities and implementation of Board-approved policies.
• The Assistant to the Director is responsible for carrying out assigned duties and responsibilities fully, accurately and in a timely manner.
• The Assistant to the Director does not have the authority to independently select which assigned duties to perform based on personal preference or convenience.
• Assigned responsibilities may not be declined, eliminated, substantially changed or reprioritized without discussion with the Executive Director.
• Initiative is encouraged; however, initiative does not include independently changing organizational policies, procedures, priorities or decisions established by the Executive Director or Board of Directors.
• The Assistant to the Director shall not represent themselves as having authority reserved for the Executive Director.
• The Assistant to the Director shall not make organizational decisions, establish policies, direct staff or volunteers beyond the scope of assigned responsibilities, or communicate organizational decisions without appropriate authorization.
• When there is uncertainty regarding a responsibility, disagreement about a priority or a situation outside the scope of the position, the Assistant to the Director is expected to bring the matter to the Executive Director for direction rather than making a unilateral decision.
• The Assistant to the Director is accountable to the Executive Director for assigned responsibilities, work performance, communication and follow-through.
• The Assistant to the Director is expected to support, not undermine or circumvent, the authority and responsibilities of the Executive Director.

Leadership & Workplace Expectations

The Assistant to the Director is expected to:

• Demonstrate professionalism, integrity, dependability and accountability.
• Maintain a positive, respectful and cooperative attitude.
• Treat participants, volunteers, staff, instructors, donors and community partners with courtesy and respect.
• Take ownership of assigned responsibilities and follow projects through to completion.
• Communicate promptly when a problem, delay or obstacle could affect completion of an assignment.
• Demonstrate initiative while respecting established priorities and organizational authority.
• Maintain appropriate confidentiality.
• Work effectively in a small, collaborative nonprofit environment where flexibility and the ability to "wear many hats" are essential.
• Contribute positively to the Center's mission and participant-focused culture.

Qualifications

Required

• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple responsibilities and deadlines.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office and/or comparable computer programs.
• Ability to learn and effectively utilize databases, scheduling systems and other technology used by the organization.
• Ability to work professionally with adults 50+, volunteers, staff, donors and community partners.
• Ability to work independently while also accepting direction, feedback and accountability.
• Demonstrated reliability, discretion and good judgment.

Preferred

• Experience in nonprofit, community, senior services, recreation or administrative environments.
• Experience with grant writing or grant administration.
• Experience with newsletters, calendars, marketing or social media.
• Experience coordinating volunteers or community events.
• Experience with fundraising, sponsorships or donor communications.
• Experience with Microsoft Office, Canva, databases or similar administrative tools.

Position Characteristics

This position is designed for an individual who is organized, proactive, dependable and willing to be an active partner in the daily operation of a growing nonprofit organization.

The successful candidate will understand that working in a small nonprofit requires flexibility, teamwork and a willingness to assist wherever needed. At the same time, the position requires respect for established roles, responsibilities, priorities and organizational authority.

The Assistant to the Director should be someone who sees what needs to be done, communicates what is happening, takes ownership of assigned responsibilities and follows through—while keeping the Executive Director informed and working within the direction provided.

Measures of Success

Success in this position will be reflected in:

• Accurate and timely completion of assigned responsibilities.
• Effective communication with the Executive Director.
• The Executive Director being consistently informed of important Center-related happenings.
• Timely and accurate monthly calendars and newsletters.
• Successful completion of assigned grant applications and reports.
• Accurate and timely Premier Bingo reporting.
• Well-organized administrative records and documentation.
• Effective support of programs, events, volunteers and participants.
• Positive participant and community interactions.
• Strong follow-through on projects and assignments.
• A well-organized, efficient and welcoming Center environment.
• A productive, respectful and collaborative working relationship with the Executive Director.

Other Duties

Because Senior Citizens Activities, Inc. operates in a small and dynamic nonprofit environment, the Assistant to the Director may be asked to perform other reasonable duties and responsibilities as assigned by the Executive Director in support of the organization's mission, programs, participants and overall operations.

Job Type: Full-time

Pay: $25.00 - $28.00 per hour

Expected hours: 40.0 per week

Benefits:

• Paid time off

Work Location: In person