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Administrative Assistant in SAN ANTONIO, Texas at Epilepsy Foundation Central & South Texas

NewSalary: $39000 - $42000Employment Type: Full-TimeExperience Level: 1-2 YearsMinimum Education: H.S. Diploma/Equivalent
Epilepsy Foundation Central & South Texas
SAN ANTONIO, Texas, 78217, United States
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Job Description

Position Description:
The Administrative Assistant provides administrative and organizational support to the CEO and assists with coordination of Board of Directors activities. This role focuses on scheduling, meeting coordination, data entry, and general office support to help ensure smooth day-to-day operations.

This position also supports basic donor database maintenance, internal projects, and organizational activities. The ideal candidate is detail-oriented, organized, and able to manage multiple tasks in a collaborative nonprofit environment.

KEY RESPONSIBILITIES
Administrative Support:
  • Manage calendars and schedule meetings for the CEO, board, and staff as needed.
  • Coordinate meeting logistics, including room setup, virtual meeting links (Teams/Zoom), and materials.
  • Assist with preparing and distributing meeting agendas and supporting documents.
  • Handle incoming calls, emails, and mail, directing inquiries appropriately.
  • Maintain organized digital and physical filing systems.

Board of Directors Support:
  • Assist with scheduling board and committee meetings.
  • Compile and distribute board packets and meeting materials.
  • Track attendance and maintain basic board records.
  • Support board member needs related to meeting logistics and access to materials.
  • Assist with onboarding logistics for new board members.

Donor Database & Administrative Support:
  • Enter and update donor information in Salesforce.
  • Use internal reports to verify accuracy and completeness of donor records.
  • Maintain donor database records, ensuring data is current and organized.

Office & Operations Support:
  • Maintain office supply inventory and place orders as needed.
  • Manage Purple Market inventory, fulfill online orders, and coordinate shipping.
  • Oversee petty cash, ensuring proper documentation and reconciliation.
  • Coordinate vendors for basic office needs and services.
  • Manage the employee Fun Fund, including planning celebrations, scheduling events, and purchasing food and supplies for birthdays, holidays, and special occasions.
  • Run occasional business-related errands (post office, supply runs, etc.).
  • Assist with onboarding logistics for new staff (workspace setup, supplies).

Organizational Support:
  • Provide organization-wide support for special projects and cross-departmental initiatives.
  • Assist with organizational events, meetings, and activities as needed.
  • Perform other duties as assigned in support of the Foundations mission and operational needs.

QUALIFICATIONS & SKILLS:
  • High school diploma required; associate degree preferred.
  • 13 years of administrative or office support experience.
  • Strong organizational skills and attention to detail.
  • Basic proficiency in Microsoft Office (Word, Excel, Outlook, Teams).
  • Familiarity with Salesforce or similar database systems preferred.
  • Good written and verbal communication skills.
  • Ability to manage multiple tasks and meet deadlines.
  • Professional and team-oriented attitude.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT:
Work is primarily performed in an office setting. Position may require occasional lifting up to 25 pounds and assisting with event setup. Employees are expected to support organizational fundraising events, which may include outdoor environments and occasional evening or weekend hours, with schedules adjusted during the workweek to maintain a 40-hour work schedule.

COMMUNICATION & CONTACTS:
Regular interaction with staff, board members, vendors, donors, and community partners.
TRAVEL:
Occasional local travel may be required. Valid drivers license preferred.

Job Location

SAN ANTONIO, Texas, 78217, United States

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