Office Assistant

Job Description

Job Description

We are looking for a detail-oriented Office Assistant for a contract position in Saint Paul, Minnesota. The successful candidate will play a key role in supporting office operations, financial processes, and executive assistance to ensure the smooth functioning of daily activities. This position requires a proactive individual who excels in administrative tasks and thrives in a dynamic, mission-driven environment.

Responsibilities :

• Receive, sort, and distribute incoming mail and packages to appropriate recipients.
• Maintain an organized and welcoming office environment, ensuring resources align with organizational goals.
• Monitor inventory levels and coordinate the replenishment of office supplies and materials.
• Process invoices and ensure timely entry into financial systems for payment.
• Assist staff with credit card receipt management, expense reimbursements, and submission processes.
• Handle donation processing and collaborate with the team to manage donor acknowledgements.
• Provide administrative support to the President, including managing schedules and coordinating tasks.
• Prepare and distribute materials for Board and Committee meetings, ensuring timely delivery and quorum requirements.
• Answer inbound calls professionally and assist with general inquiries.
• Scan and organize documents, maintaining accurate records for office use.
• Proven experience in administrative support, including receptionist duties and clerical tasks.
• Advanced skills in Microsoft Office, Google Workspace, and familiarity with financial or nonprofit software systems.
• Strong communication skills, both written and verbal, with a detail-oriented approach.
• Ability to manage multiple priorities effectively and meet deadlines with accuracy.
• Demonstrated commitment to supporting educational opportunities for children from diverse backgrounds.
• Experience working with executive leaders and boards, maintaining confidentiality at all times.
• Exceptional organizational skills and attention to detail.
• Familiarity with document scanning and data entry processes.