Administrative & Program Assistant

About the role

The Tri-Valley Nonprofit Alliance (TVNPA) fosters collaboration and provides essential resources to strengthen the impact of nonprofit organizations in the Tri-Valley region. Through networking, education, advocacy, and innovative programming, TVNPA empowers nonprofit leaders and organizations to create meaningful, sustainable change in their communities.

Core areas of work

• Monthly Educational Programs and Memberships
• Tri-Valley Nonprofit Fund
• CommonPoint Nonprofit Center
• Tri-Valley Anti-Poverty Collaborative

Position Overview

TVNPA is seeking a highly organized, friendly, and dependable Administrative & Program Assistant to support day-to-day operations at the CommonPoint Nonprofit Center and assist with TVNPA programs, events, donor support, and general administration. This role is the welcoming “front door” of CommonPoint - greeting guests, and helping ensure the center is professional, functional, and community-oriented.

Key Responsibilities

• Administrative & Executive Support:
• Provide administrative support to the CEO and TVNPA team (scheduling, reminders, basic correspondence, document prep)
• Draft and format basic communications (emails, flyers, forms, checklists)
• Maintain shared files, contact lists, and internal tracking systems
• Answer general inquiries and route messages appropriately
• CommonPoint Front Desk & Space Operations:
• Greet and assist visitors, nonprofit tenants, and program/event attendees
• Serve as the primary point of contact for day-to-day CommonPoint questions and needs
• Manage the conference room/calendar, including scheduling, set-up, reset, and ensuring users understand room expectations
• Maintain the appearance and readiness of shared spaces (lobby, kitchen, conference room, work areas): tidy, stocked, welcoming
• Track and restock basic supplies (kitchen supplies, paper goods, office supplies, event supplies)
• Program & Event Support:
• Aid in logistics for TVNPA programs, roundtables, trainings, and community events
• Support registration, check-in, room setup, materials, and post-event clean-up
• Prepare printed materials, name tags, signage, and event supplies
• Track attendance and assist with follow-up emails and logistics coordination
• Provide support for speakers/partners (confirmations, day-of coordination)
• Donor & Donation Support:
• Assist with donation processing support (logging gifts, preparing acknowledgment information, basic tracking)
• Help maintain accurate records as assigned
• Volunteer Support (Occasional):
• Provide day-of coordination for volunteers at events/programs
• Help communicate assignments, timelines, and logistics to ensure a smooth experience
• Tools & Technology:
• Daily use of software and systems may include: Microsoft Office Suite (Word, Excel), Google Workspace, Bloomerang (donor/CRM), Canva (basic design support)

Qualifications

• Required:
• Strong customer service and communication skills; warm and professional in person, by phone, and email
• Hightly organized with attention to detail and follow-through
• Ability to manage multiple priorities and shifting needs in a community environment
• Comfort with common office software and calendars (Microsoft and/or Google tools)
• Ability to support basic room set-up and light lifting for events/supplies
• PREFERRED:
• Prior experience in administrative support, community space operations, programs/events, or nonprofit settings
• Familiarity with donor databases/CRM systems (Bloomerang a plus)
• Bilingual in Spanish

Equipment Used, Work Environment, and Physical Activities

• Driving: May need, or have the ability, to drive personal vehicle in the ordinary course of business
• Office Equipment: Computer, keyboard, copier, scanner, printer, calculator, phone (desk and cell). Daily use of software programs including Microsoft Office Suite, Word, Excel
• Physical Activities: Light physical activity that may include walking, sitting, standing, stooping, bending, reaching, lifting, and carrying
• Lifting: Ability to lift, carry, and exert up to 30 pounds
• Vision and Hearing: Must have visual acuity to see and read paper and electronic documents. Must be able to answer telephones, communicate conversation and respond to verbal inquiries
• Exposure to Environmental Conditions: May be exposed to extreme heat, cold, dry, wet, odors, smoke, loud noises, vibrations, dust or intense light, and biohazards
• Schedule: Position generally scheduled Monday–Friday; occasional weekend work. May require attendance at evening meetings or after-hour events

Benefits

• Benefit Stipend: $4,800 annually, paid as $185 per paycheck
• Paid Time Off: Three weeks of vacation per year, plus sick leave
• Holiday Closures: 11 paid holidays annually, plus a week-long closure between Christmas and New Year’s