Administrative Assistant (part-time)

About the role

Friends of Tenwek (FOT) is a Christian non-profit organization dedicated to supporting the medical ministry of Tenwek Hospital in Kenya. Through prayer, financial resources, and medical expertise, FOT empowers the hospital to provide compassionate, Christ-centered healthcare and training. We operate with a deep commitment to servant leadership and the global advancement of medical missions.

Key Responsibilities

• Manage day-to-day physical office operations in downtown Noblesville, including checking physical mail, filing paperwork, and handling occasional phone inquiries.
• Sort and process incoming donation information with high accuracy. Perform timely data entry for tracking donations and maintain clean database records. Generate and send timely tax receipts and personalized thank-you letters to donors.
• Organize and manage miscellaneous accounting documents, receipts, and invoices. Partner with the Executive Director for data entry in QuickBooks for grant transactions, expenses and recurring expenses. Liaise directly with our external accounting firm to ensure complete documentation and smooth bookkeeping.
• Cover logistics for local charity events, out-of-town visits for the Executive Director, and visiting organizational guests. Lead the administrative execution of our annual, 3-day face-to-face October Board of Directors meeting held locally in Noblesville.
• Attend Board of Directors meetings as the official minute-taker, capturing key discussions, action items, and organizational decisions with a high degree of precision. Streamline the drafting process and maximize the accuracy of official records.
• Maintain strict adherence to organizational data privacy protocols, ensuring all sensitive board discussions, financial data, and strategic decisions are handled through secure, approved channels.
• Partner closely with the Executive Director to draft, edit, and finalize official board minutes for formal review and final signatures.

Position Requirements

• Spiritual Alignment: A dedicated follower of Jesus Christ who is active in local church life and fully aligns with the mission, faith statement, and servant-hearted values of FOT.
• Professional Experience: Proven experience in administrative assistant roles, basic financial tracking/accounting coordination, and donor/customer management.
• Geography: Ability to work out of our downtown Noblesville, IN office on a regular, consistent basis (complemented by hybrid work-from-home options).
• Time Commitment: Available to work a steady schedule of approximately 20 hours per week.
• Technical Proficiency: Strong command of fundamental office technology including Google Workspace tools, and the capability to adapt to tech-assisted workflows (e.g., automated meeting summaries).
• Preferred Qualifications: Non-Profit Expertise: Prior experience managing donor databases, fundraising communications, or working within a non-profit environment. Software Familiarity: Hands-on experience with DonorPerfect, Constant Contact, and QuickBooks Online is highly desirable. Accounting background: Experience and knowledge of basic accounting, chart of accounts, and credit/debits. We have an accounting firm under contract, and AA will help organize information for our accounting information.

Compensation, Flexibility & Benefits

Hourly rate: $20.00 - $26.00 / hours (commensurate with experience and familiarity with nonprofit software). Time Commitment: Steady, predictable schedule of approximately 15 hours per week. True Hybrid Flexibility: We value work-life harmony. This position offers a highly autonomous rhythm, requiring just 2 to 3 predictable days per week at our downtown Noblesville office to handle physical operations (mail, filing). The remaining hours can be completed flexibly from your home office. * Event Adjustments: To respect your time, hours and compensation will be temporarily scaled up and adjusted to accommodate the 3-day fall Board of Directors meeting. * The Non-Profit Advantage: Beyond financial compensation, this role offers the unique opportunity to utilize your professional administrative talents to directly empower life-saving, Christ-centered medical missions globally.