Administrative Assistant

About the role

We are looking for an experienced and dependable Administrative Assistant to support daily office operations and help coordinate key event activities for a nonprofit organization in New York, New York. This long-term contract position will play an important role in administrative support, donor-related coordination, and preparation for a major gala event.

Responsibilities

• Coordinate administrative support activities, including organizing information, handling data entry, and assisting with general office tasks.
• Provide event preparation support by assembling materials, preparing attendee packets, and helping organize supplies for the upcoming gala.
• Assist with registration-related processes by tracking incoming details and ensuring records are entered accurately.
• Prepare donation and event-related materials, including counting cards, organizing packages, and arranging gift bags for distribution.
• Pack, sort, and maintain event supplies within the office to ensure materials are ready for scheduled programs and functions.
• Support front office and communication needs, including receptionist-style duties and answering inbound calls when needed.
• Handle sensitive donor and organizational information with a high level of confidentiality and attention to detail.
• Work closely with team members to keep administrative and event activities on schedule and completed efficiently.

Requirements

• Prior experience in an administrative support or office coordination role.
• Strong proficiency with Microsoft Office, including Excel.
• Ability to perform data entry and maintain accurate records with close attention to detail.
• Detail-oriented, courteous, and patient communication style suited to working with donors and guests.
• Willingness to assist with hands-on event preparation tasks such as sorting, counting, packing, and organizing materials.
• Strong interpersonal skills and the ability to work effectively as part of a team.
• Reliable judgment in handling confidential information discreetly.
• Experience with DonorPerfect is helpful, though not required.