Administrative Assistant

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. Job descriptionPosition Title: Sponsorship AssistantReports to: Office ManagerLocation: Dearborn, MISalary: $18.00 – $20.00 per hourFLSA Status: Non-ExemptType: Regular: Full TimeAbout the Organization:At Al-Ayn, we are committed to ensuring that every orphaned child living in poverty has access to the tools and opportunities they need to overcome their difficult experiences. We believe that when a child fulfils their potential, their own future is transformed as well as the future of their families, their community, and society at large. To achieve that, we are led by our core values of transparency, dignity and empowerment.Job Overview:The Administrative Assistant supports the day-to-day operations of the office by performing tasks such as filing paperwork, answering phone calls, preparing documents for meetings, and managing supervisors’ calendars. This position directly supports the daily operations of the Sadaqa Box department.Responsibilities include:Provide administrative support to the team, department, and/or organization.Welcome donors to the organization in person and over the phone in a professional manner.Communicate effectively with all staff and donors.Handle administrative requests and queries from supervisors and managers.Maintain records and files for the department and/or organization, including data entry in the Data Management System.Enter receipts and other information into the system accurately.Answer, screen, and redirect all incoming calls.Review, redirect, and/or respond to organizational correspondence such as mail, emails, voicemails, and deliveries; process outgoing mail, correspondence, and deliveries.Maintain invoice, purchasing, regulatory, and correspondence filing systems.Submit purchase invoices to the accounting department using an expense submission form on a regular basis.Assist management with the development, implementation, and documentation of operations, maintenance of programs and data, including training and personnel records.Interface with suppliers regarding quotes, orders, and invoices as required.Understand and comply with organizational policies and procedures, as well as all applicable environmental, health, and safety policies and regulations.Maintain a safe working environment.Maintain a clean, safe, and organized work environment, ensuring the front desk area is neat at all times and that all marketing materials are properly arranged and up to date.Work with corporate departments to facilitate organizational requirements.Organize meetings and events for the organization, both internally and externally, including scheduling staff meetings, taking meeting notes, and following up on tasks and deadlines.Work closely with the office manager and the National Sadaqa box department manager to fulfill daily departmental needs in accordance with applicable processes.Assist personnel in the preparation of training sessions and meetings, prepare materials, and coordinate meeting facilities.Work directly under the manager to support all departments and provide general administrative support to management and staff.Understand all aspects of the organization, including all departments and their respective needs.Prepare reports as requested by manager(s) using Microsoft Office and/or any applicable platform.Review and submit timecards as required, and maintain accurate payroll records and evaluation reports for each pay period in the applicable system(s).Attend events in or out of town as required.Perform other duties and tasks as assigned.Qualifications and Skills:Required:A bachelor’s degree in business administration or a relevant field.2+ years of administrative experienceReliable, with strong time management skills, exceptional organization, and the ability to effectively prioritize tasks.Ability to function within a matrix organization in which functional and business leaders share equal authority, and employees report to both an office manager and upper management.Ability to establish and maintain effective working relationships with supervisors, coworkers, management, and the public.Ability to efficiently handle competing priorities, remain organized, and meet tight deadlines.Detail-oriented, with strong analytical and creative problem-solving skills.Excellent written and verbal communication skills, coupled with a welcoming, helpful, and supportive demeanor.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe, and other associated programs.Superior data management and analysis skills.Must be able to read, write, and speak English proficiently.Preferred:Experience working in a nonprofit organization.Knowledge of corporate policies, including expense reporting, travel, and cellular phones.Experience using Salesforce.Proficiency in QuickBooks. Experience in Paychex or another payroll platform.Ability to read, write, and speak Arabic proficiently.Benefits:Fully paid health insurance for employees + partial coverage for dependents.Optional dental and vision plan at affordable rates.Employer-provided basic life insurance.Paid federal holidays, plus three additional religious holidays.401k Retirement PlanPaid Vacation LeaveEmployee Assistance Program (EAP)Training and development opportunities to support your growth.Al-Ayn Social Care Foundation USA is an equal opportunity employer