Job Opportunity: Audiences Unlimited, Inc. Administrative Assistant

Audiences Unlimited, Inc. has one available position.

AUI 519

1. Part-time Administrative Assistant

Description

The Administrative Assistant will provide administrative support to the Executive Director in all areas of the organization including Board of Directors, Financial, Fundraising, Marketing/PR, Program and general clerical and office support.

Responsibilities

The Administrative Assistant will fulfill duties in multiple areas within the organization.
BOARD OF DIRECTORS
-Manages Board and committee meeting and event calendar and room reservations
-Takes and generates meeting notes for Board and committees as needed
-Compiles Board meeting materials, generates PDF and distributes to the Board
-Compiles new Board member materials and manuals, generates nametags
-Maintains Board member files
-Provides information to Board members about upcoming performances
FINANCIAL
-Processes incoming checks including maintenance of check log, preparing deposit slips
and making copies of deposit information for accountant
-Mails accounts payable checks including artist checks
-Files payment records and invoices
-Maintains accounts receivable invoicing, distribution, collections and changes. Mail and
email PDF invoices
-Inputs artist paylog information bi-weekly into Sub-Contractor spreadsheets, generate
check request report
-Collects W-9 forms when needed
ADMINISTRATIVE – MARKETING AND PR
-Works with AUI to update WordPress website
-Generates regular Facebook posts
FUNDRAISING
-Assists Executive Director with supporting documentation and materials for grants
-Maintains grant and report timeline calendar
-Generates annual fund solicitation letters; obtain signatures and mail letters
-Generates donor thank you letters and envelopes; obtain signatures and mail letters

PROGRAM
-Maintains evaluation database including attendance numbers and relevant information
-Prepares handbooks and manuals for new artists and facilities
-Work with AUI staff in administrative work associated with new program development
GENERAL
-Answers telephone and processes mail
-Maintains database of facility administrators, donors, sponsors and other friends of AUI
for mailing
-Generates PDF documents and faxes via FAXZERO for AUI staff
-Maintains organizational files for areas of responsibility and as requested by the
Executive Director
-Ensures office printers and copiers are maintained and inventory supplies are available
-Assists with outgoing mailings especially bi-weekly checks, invoices, blank paylogs and
schedules
-Participates in AUI Client Services outings as needed which may include occasional
evening or weekend hours and assists in special events as directed
-Performs other clerical and logistic duties as assigned

Qualifications and Skills

• Proficient in Microsoft Office software, with considerable experience with Excel and Word.
• Proficient in the use of e-mail as a communications tool
• Two (2) years of experience in an administrative support position
• High School Diploma or equivalent, with some post-high school business administration-related education preferred
• Demonstrates ability to relate and interact with a wide spectrum of groups and individuals with optimism, persistence and diplomacy.
• Demonstrates integrity and the ability to work independently to successfully meet goals and complete assignments
• Highly skilled in reporting, administrative writing, managing processes, organization, professionalism and problem solving
• Self-motivated and willing to share ideas for improving administrative functions

 

*The Administrative Assistant is a part-time salary position at 28 hours per week and the work schedule may include hours to perform duties related to client outings and special events.

Interested candidates should send a cover letter and resume by email or mail by January 5 to:
Anna Ross, Executive Director
aui@audiencesunlimited.org
1005 W. Rudisill Blvd., Ste 304
Fort Wayne, IN 46807

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