Administrative Assistant (Part-Time)

THE ROLE

The Administrative Assistant (Part-Time) will be instrumental in ensuring the smooth operation of HomeWorks, dedicating 15-25 hours per week to various administrative tasks. This multifaceted role includes responsibilities such as data entry, filing, communication, errands, purchasing, event planning and management, and more.

Executive Support

• Manage email, scheduling, and calendar coordination for the ED and COO, including meeting preparation and follow-ups.

• Draft, edit, and format correspondence, reports, presentations, and other documents on behalf of leadership.

• Track deadlines, project updates, and action items in Asana and Google Workspace to ensure timely execution.

• Assist in preparing materials for board meetings, committee meetings, and external partner engagements.

Communication and Outreach

• Serve as the first point of contact for general inquiries. Provide timely, professional responses and route requests appropriately.

• Support external communications by drafting donor acknowledgments, invitations, and event-related correspondence.

• Help maintain a strong organizational presence by supporting leadership with outreach and stakeholder follow-up.

Development and Fundraising Support

• Update and maintain donor records in Salesforce, ensuring accuracy of contact, giving history, and pledge information.

• Assist with gift processing, acknowledgment letters, and donor correspondence.

• Generate queries and exports for annual giving outreach and campaign reports.

• Prepare regular statistical and analytical reports on HomeWorks’ development progress.

• Provide support for solicitation and invitation mailings, collaborating with vendors and mail houses to ensure timely delivery of materials and data.

• Coordinates with the house and admin team on diverse projects associated with development initiatives.

• Assist in campaigns by supporting committee volunteers and maintaining pledge records.

• Composes and edits reports, correspondence, solicitation materials, invitations to cultivation events, and memos.

• Assists with the planning, coordination, and implementation of special events.

Operations and Administrative Support

• Maintain organized electronic and paper filing systems.

• Assist with contracts, invoices, and vendor communications related to facilities and operations.

• Run errands, purchase supplies, and complete ad hoc administrative tasks to support smooth daily operations.

• Support HR and recruitment processes as needed (scheduling interviews, tracking applicant communication).

• Ensure compliance documents and organizational records are up to date and easily accessible.

• Step in to support bus routes as the bus aide and transportation logistics as needed to ensure scholar safety and smooth daily operations.

Event Coordination

• Provide logistical and administrative support for special events, including cultivation events, board gatherings, and community programming.

• Manage event guest lists, RSVPs, and communication to ensure smooth planning and execution.

• Coordinate vendor contracts and logistics (e.g., catering, venue, A/V, supplies).

• Support event set-up and breakdown, including on-site assistance to ensure events run smoothly.

• Track event expenses and support budget reconciliation in partnership with the COO.

• Assist in creating event materials such as agendas, programs, signage, and follow-up communications.

• Collect and organize post-event feedback and data to help evaluate success and improve future events.

THE TANGIBLE GOODS

• Location: Lawrence/Trenton, NJ. There may be occasional opportunities to work from home.

• Typical Working Hours: Approximately 15-25 hours per week. There will be weeks where you are asked to work longer hours or weekends as necessary.

• Salary range: HomeWorks Trenton values our employees highly and acknowledges the importance of salary in recognizing and compensating for the value that employees create. We are continually growing in our ability to compensate employees as highly as we want to, and are actively fundraising in order to do so. Joining HomeWorks means being part of a deeply mission-driven and community-oriented organization that invests in development of staff as both people and professionals. In your first year, expect a compensation of $25/hr.

Benefits:

• Professional development and leadership growth opportunities

• A rewarding career that positively impacts our amazing scholars

Start date: ASAP