We are a small but fast-growing organization seeking a part-time Administrative Assistant who will be the backbone of our organization, assisting the activities of the executive office, employment and community program staff, and supporting the day-to-day operations of the nonprofit organization and bike shop business. Responsibilities include but are not limited to:

 

General Administrative

• Work with program staff in preparing and printing materials, sending informational emails, and sharing calendars and schedules. May also include arranging transportation for program participants.

• Work with shop leadership in planning and executing the move from one facility to another. Likely to include communicating and submitting documentation with city permit departments and vendors, coordinating moving vans and volunteers, and other elements as needed.

• Work with executive staff and bookkeepers to ensure Financial and Human Resources records are up to date. Can include: Paying bills, making deposits, requesting invoices, processing receipts, assisting with financial reports and organization insurance

• Communicate with vendors, customers and partners, including submitting and tracking documents and forms as needed

• Answer telephone, check and respond to general voicemail and email boxes, and monitor ingoing and outgoing mail

• Oversee maintenance of office equipment, including computers, phones and printers by communicating with vendors when needed

• Maintain office, volunteer and event supplies, includes purchasing, organizing and coordinating with program and shop staff

 

Database and Records Management

• Assist in overall upkeep of databases and files for nonprofit programs: employment training, volunteer, donor and grants.

• Record donations, then create and mail donor acknowledgement letters

• Record incoming volunteer and staff information, then create and send welcome letters

• Assist with data entry and tracking for grants

 

Communication

• Proofread documents for grammar, punctuation and spelling errors, with an opportunity to create draft communications.

• Assist with print and electronic newsletters, marketing materials and website updates

• Assemble, mail and track marketing or program materials requests

• Create and maintain event registration and survey data

• Communicate with volunteers about duties, upcoming events, etc.

• Assist with donor communications, including appeals and newsletters

 

Special Events

• Coordinate tabling at community events. Includes:

  • Scheduling and coordinating logistics with shop and program staff

  • Purchasing, assembling and packing event supplies

 

Optional Opportunities

• Work with executive team to create and manage a calendar of programs and events such as classes, community events, fundraisers etc. This includes attending events if needed.

• Create presentations, brochures and newsletters

• Design messages and respond to social media

• Perform research in areas of marketing, programs and grants

 

Core Competencies

• Passion for Community Cycles’ mission

• Possess strong sense of urgency and proactive approach to creative problem solving

• Excellent organizational and planning capabilities with an ability to prioritize conflicting needs 

• Excellent interpersonal skills and ability to communicate needs and ideas

• Excellent written and presentation skills

• Forward thinker who actively seeks opportunities 

• Proficiency with Google Workspace and Microsoft Office

• Strong data entry skills; experience with database software programs. Training on specific software applications provided if needed. Current: Google Workspace, Little Green Light, Monday.com

• Experience with social media and design of marketing materials a plus, but not required

 

Experience

• Minimum two years’ experience working in an administrative position. Nonprofit experience preferred.

 

Compensation and Benefits

• Non-exempt, 20 hours per week, Tuesday - Friday. May include early evenings and weekends for special events.

• Hourly rate: $21.00 - $25.00

• 25% employee discount on all products

• Vacation and sick time 

• Training and professional development

 

Office is located inside a bicycle workshop and warehouse.

Current shop hours: Tuesday - Sunday, 10am - 5pm