Administrative Assistant

Administrative Assistant 

The New Hampshire Women’s Foundation seeks a high-energy, independent problem-solver with a can-do attitude and willingness to learn new processes to assist with the day-to-day administration of the organization and office. A core support position, the Administrative Assistant is an integral part of the NHWF team and works collaboratively with the entire staff. This role will be hybrid with time in-person at our office and some virtual work. 

Position Overview and Responsibilities

The Administrative Assistant supports the entire NHWF staff and engages with donors, volunteers, grantees, and the general public. This role supports the office systems and administration of the New Hampshire Women’s Foundation, while also assisting staff with programming needs and events. Excellent interpersonal skills, flexibility, exceptional attention to detail and accuracy are key components of this role.

The ideal candidate will have the ability to work independently and take initiative. They will have dedication, energy and enthusiasm. The candidate should have strong relationship-building skills with the ability to engage effectively with a wide range of individuals and groups, including high-level supporters, while demonstrating poise, tact, integrity and professionalism. A sense of humor and a commitment to gender equity are essential.

Areas of responsibility include, but are not limited to:

• Day-to-day office administration:
  • Answer phone, email and mail communication; serve as key point of contact for the Foundation
  • Scan and file documents
  • Schedule meetings
  • Maintain Foundation’s calendar 
  • Assist with mailings, both in-house and large-scale mailings through an outside vendor
  • Assist with office equipment and technology, as well as online software platforms
  • Oversight of the Foundation’s Zoom accounts and assistance on virtual meetings

• Human Relations:
  • Maintain up-to-date insurance binders 

  • Manage and submit payroll

     

• NHWF Staff and Board Support:

  • Work closely with Program Directors to support programming needs, including communications, events, applications, etc.
  • Assist with intern application process and coordinate volunteers, as needed
  • In-depth support at all our events; primary responsibilities include event registration, event check-in, event materials and organizing volunteers
  • Support communication with NHWF Board of Directors and Board Committees through correspondence, scheduling, preparation of board meeting materials, and meeting minutes

   

• Finance (candidates with proven experience in this area may be eligible for additional compensation):
  • Work closely with the bookkeeper on accounts receivable/payable, monthly, quarterly and annual financials; Admin Assistant is responsible for entering bills, monitoring due dates, etc.

  • Process gifts and acknowledgments in a timely matter and communicate with donors as needed

     

• Database and Technology Management (candidates with proven experience in this area may be eligible for additional compensation):
  • Maintain records in our CRM database (EveryAction), including donor records, gift entry, event attendees and general contact information, as well as best practices/education on the EveryAction software

  • Create lists in EveryAction for donor acknowledgement, mailing lists, etc.

     

Qualifications and Skills

• Associate or bachelor’s degree or equivalent level of work experience
• 3-5 years successful experience in office administrative setting at a nonprofit, advocacy or campaign organization is preferred. More than five years is a plus.
• Excellent attention to detail and accuracy
• Strong interpersonal and relationship building skills
• Strategic thinking and problem-solving skills with the ability to balance multiple projects while performing at a high level
• Excellent organizational skills
• Ability to anticipate needs and be highly responsive
• Enthusiasm, positive attitude, and sense of humor
• Excellent oral and written communications skills
• Flexibility and ability to thrive in a small office environment while working collaboratively with all staff (in both in-person and virtual settings in a hybrid work environment)
• Proficiency with Microsoft Office (including Word, Excel and PowerPoint), Zoom, Google Business Suite (Docs, Sheets, Drive) and various online software platforms
• Experience with CRM databases (ideally EveryAction)
• Comfort with technology and working with basic financial information

The New Hampshire Women’s Foundation seeks the following Core Competencies in staff:

1. Commitment to the mission and values of the New Hampshire Women’s Foundation.
2. Adaptability: Demonstrate flexibility in the face of change, have a positive, can-do attitude despite multiple projects and changing priorities 
3. Organization: Demonstrate excellent time, space and task management including appropriate allocation of time, effective management of the workspace and balance of conflicting priorities in order to manage workflow, ensure the completion of essential projects and meet critical deadlines
4. Proactivity: Demonstrate the ability to foresee problems and prevent them by taking action, utilize analytical skills and effectively interpret and anticipate needs
5. Communication Skills: Demonstrate excellent listening, written and oral communication skills. This includes phone, email, social media and in-person communication 
6. Client Services: Demonstrate high level of professionalism with colleagues, board members, volunteers, donors and stakeholders; prompt response to all inquiries required
7. Attention to Detail: Demonstrate acute attention to detail and strive for high-quality finished products 
8. Team Player: Demonstrate ability and desire to be a contributing member of the team, willingly providing back-up support for colleagues when appropriate and actively support group goals
9. Technical Proficiency: Demonstrate strong proficiency in Microsoft Suite including Excel, PowerPoint and Word; firm understanding and familiarity with data management system, social media and web; ability to adapt to new technology and easily acquire new technical skills
10. Judgment: Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction, refers problems/issues to the appropriate person(s) when necessary, and work effectively without constant and direct supervision or guidance

More about the New Hampshire Women’s Foundation:

The New Hampshire Women’s Foundation is a statewide 501(c)3 nonprofit located in Concord, NH. We invest in opportunity and equality for women and girls in New Hampshire through research, education, philanthropy and advocacy. NHWF is the only foundation in the Granite State focused exclusively on gender equity.

Salary & Benefits: This is a full-time salaried position at 37.5 hours per week with excellent benefits. 

The anticipated salary for the position depends on prior administrative-related work experience, expected to range from $42,000-50,000 per year for candidates with 3-5 years of prior administrative support work experience to $50,000 - $57,000 per year for candidates with 6 years or more of prior administrative-related work experience.

After a probationary period, benefits include: health, dental and vision insurance; paid family leave; flexible work environment; 10 holidays per year; paid time off starting at 4 weeks as well as a one-week office closure; 403(b) retirement plan with optional individual contribution and 5% employer contribution.

NHWF encourages individuals with diverse backgrounds and experiences to apply.

The New Hampshire Women’s Foundation is committed to a policy of non-discrimination and equal opportunity for all qualified applicants and employees, without regard to race, color, religion, gender, sexual orientation, age, national origin, ancestry, disability, or any other classification protected by federal, or applicable state or local law. The Women’s Foundation is committed to building a diverse and inclusive team. 

Please send your resume and cover letter to info@nhwomensfoundation.org. Your cover letter should include examples of Core Competencies and Qualifications.

Applications are now being accepted, with rolling interviews until an ideal candidate is identified.