Administrative Assistant

Status: Exempt, Full-Time
Reports To: CEO
Location: Dunwoody, GA

Position Summary

Backpack Buddies of Metro Atlanta is seeking a highly organized, detail-oriented Administrative Assistant to support the CEO and the organization's day-to-day operations. This position plays a key role in ensuring efficient office operations while providing administrative, financial, marketing, and event support. The Administrative Assistant also serves as the primary administrator for the organization's CRM and phone systems and helps maintain effective communication with donors, volunteers, and community partners.

Supervisory Responsibility: None

Essential Duties & Responsibilities

Administrative Support

• Answer and manage incoming phone calls, voicemails, and general inquiries while providing excellent customer service to donors, volunteers, community partners, and the public.
• Serve as the primary administrator for the organization's phone system, including:
  • Managing extensions
  • Setting up voicemail
  • Call routing
  • Coordinating troubleshooting with the service provider
• Welcome visitors and maintain a professional office environment.
• Sort and distribute incoming mail and prepare outgoing correspondence.
• Maintain office supplies and ensure the office remains organized and well stocked.
• Schedule meetings, prepare meeting materials, and coordinate logistics.
• Serve as the primary administrator for the organization's Customer Relationship Management (CRM) system by:
  • Maintaining accurate constituent records
  • Processing data entry
  • Ensuring data integrity
  • Generating reports
  • Supporting staff with CRM functions
• Ensure office facilities, equipment, and administrative systems effectively support the organization's mission.
• Assist the CEO and/or VP of Operations in preparing operational updates for Board of Directors meetings.
• Collaborate with staff and Board committees to support organizational goals and strategic initiatives.

Financial & Data Entry Support

• Process invoices and enter financial transactions into QuickBooks.
• Track expenses and maintain accurate financial records.
• Prepare bank deposits as needed.
• Assist with donor acknowledgment letters.
• Support financial reporting as directed.

Marketing & Events Support

• Assist in creating and distributing:
  • Marketing materials
  • Newsletters
  • Social media content
• Support the planning and execution of fundraising events and corporate packing events.
• Maintain accurate donor and volunteer databases.

Minimum Qualifications

• Previous administrative support experience required; nonprofit experience preferred.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficiency with:
  • Microsoft Office (Word, Excel, PowerPoint)
  • Google Workspace (Drive, Docs)
  • QuickBooks
  • Customer Relationship Management (CRM) platforms
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively.
• Passion for Backpack Buddies of Metro Atlanta's mission.
• Ability to work in an in-office environment.

Physical Requirements

Reasonable accommodations may be made for individuals with disabilities.

The position regularly requires the ability to:

• Sit and stand for extended periods.
• Lift and carry up to 25 pounds.

Education & Experience

• High School Diploma or GED required.
• Minimum of two (2) years of administrative office experience.

Performance Expectations

Successful employees will demonstrate:

Organizational Culture

• Embrace and support the organization's mission, vision, and goals.

Communication

• Professional, clear, concise, and courteous communication.
• Strong listening skills.
• Positive representation of Backpack Buddies of Metro Atlanta.

Quality of Work

• Accurate, organized, and thorough work with minimal errors.

Productivity

• Strong work habits and timely completion of assignments.

Dependability

• Reliable attendance, punctuality, and consistent follow-through.

Teamwork

• Positive attitude.
• Strong interpersonal relationships.
• Effective conflict resolution.
• Receptive to constructive feedback.

Initiative

• Work independently.
• Solve problems proactively.
• Identify efficiencies.
• Support coworkers when needed.

Adaptability

• Demonstrate flexibility and adjust to changing priorities.

Decision Making

• Exercise sound judgment and make appropriate decisions.

Ethics

• Adhere to organizational standards of conduct.
• Demonstrate integrity in all situations.
• Comply with food safety standards.

Safety

• Follow all workplace safety procedures.

Position Acknowledgment

My signature acknowledges that I have read and understand the responsibilities and expectations outlined in this position description.

While Backpack Buddies of Metro Atlanta has made every effort to accurately describe this position, the organization reserves the right to modify duties and responsibilities as needed to meet organizational needs.

Backpack Buddies of Metro Atlanta is an Equal Opportunity Employer. The organization values diversity and is committed to creating an inclusive workplace for all employees and volunteers.