Administrative Assistant

Position Summary

The Administrative Assistant provides vital day-to-day support to keep Hope Dealer Community organized, efficient, and running smoothly. This role handles administrative operations, financial recordkeeping, communications, and staff support. The ideal candidate is detail-oriented, proactive, and passionate about serving a mission-driven team.

Key Responsibilities

Administrative Support

  • Manage scheduling, calendars, and meeting coordination for leadership and staff

  • Prepare and organize documents, reports, and presentations

  • Maintain accurate records, files, and databases (digital and paper)

  • Assist with onboarding of new staff, volunteers, and interns

  • Monitor and respond to general organization emails and phone inquiries

Bookkeeping & Financial Administration

  • Record and categorize financial transactions in QuickBooks Online

  • Reconcile bank statements, expense reports, and credit card accounts

  • Process invoices, reimbursements, and vendor payments

  • Track donations and generate financial reports for leadership

  • Support payroll processing in coordination with the Executive Director

  • Assist with grant and audit documentation as needed

Communications & Operations

  • Support internal communications 

  • Help organize events, meetings, and trainings

  • Order supplies and maintain an inventory of office and program materials

  • Provide administrative support for donor communications and fundraising events

Qualifications

  • Minimum of 2 years administrative or bookkeeping experience (nonprofit experience preferred)

  • Proficiency with QuickBooks Online, Google Workspace, and Microsoft Office

  • Strong organizational and time-management skills

  • Excellent attention to detail and follow-through

  • Ability to handle sensitive information with discretion

  • Clear communication and collaborative spirit

  • Alignment with Hope Dealer Community’s mission and values

Schedule & Compensation

  • Hours: 25 hours per week

  • Compensation: Commensurate with experience (starting at $23/hour)

  • Benefits: Paid holidays and sick time; professional development opportunities

To Apply

Please send a resume and brief cover letter to info@hopedealercommunity.org with the subject line “Administrative Assistant Application.” Applications will be reviewed on a rolling basis until the position is filled.