Administrative Assistant

High Point Discovered is seeking an Administrative Assistant who would be responsible for managing the large array of details associated with maintaining the day-to-day functions of the HPD 501(c)3 non-profit. This position is responsible for being actively involved and participating in the daily operations of the organization, to maintain sustainable and well-oiled processes for managing details as they pertain to our board of directors, our content production, and our operations. This position works closely with our Executive Director and Creative Director. 

 

To apply, please submit a resume and cover letter to Creative Director, Hannah Ray at hannah@highpointdiscovered.org.

General Responsibilities

  • Strong organizational and multi-tasking skills 
  • Self-motived and driven 
  • Conscientious about time management 
  • Excellent written and verbal communication skills 
  • Positive attitude 

Job Responsibilities

BOARD OF DIRECTOR SUPPORT 

  • Prepare Board Chair and Content Strategist for each Board meeting 
  • Capture tasks after each Board meeting and follow up with reminders Scheduling time for Board meetings, committee meetings, and general meetings 
  • Create agendas for board and committee meetings 
  • Take notes and minutes for various board and committee meetings 

FINANCIAL ADMIN SUPPORT 

  • Reviewing budget monthly and updating budget spreadsheet with Content Strategist 
  • Managing receipts and expenses for internal budget document 
  • Reporting back budget changes or updates to our CPA as needed 

CONTENT 

  • Schedule interview and photography times with story subjects for content creation  
  • Manage outreach and communication with community members and story opportunities 
  • Proof-read some online articles 

HR and VENDOR SUPPORT 

  • Manage internal team W9s and W4s  
  • Follow up with contracted resources about product delivery and invoice reconciliation 
  • Work closely with accounts department to reconcile invoices 

ONLINE SHOP  

  • Manage re-stocking inventory for online shop 
  • Manage online Square site for e-commerce 
  • Manage online order processing and pick up 

GENERAL ADMIN 

  • Coordinate office supplies, mailing supplies, and general supply orders 
  • Coordinate mail and post office needs 
  • Present in meetings as needed to take notes, create tasks for next-steps, etc.  

FUNDRAISING 

  • Support Fundraising Coordinator as needed