Administrative Assistant

at Heart Gallery Alabama (view profile)
Location Homewood, Alabama
Date Posted 11/28/2017
Category Administrative Support / Clerk
Job Type Part-time
Salary $15-$16/hr based on experience
Start Date 2017/12/11
Attachment HGA-Administrative-Assistant-Job-Desciption.doc-2.doc 37.5 kB


Major Function:  To assist the Executive Director with the overall operations of the Heart Gallery Alabama (HGA)

Essential Duties and Responsibilities

NOTE: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.

  • Manages the Donor Perfect Software.
  • Follows up on all donor communication.
  • Acts as Support Staff to HGA personnel and Board Members.
  • Assists in fundraising activities.
  • Assists in Event Planning and Preparation as needed.
  • Provides support to Executive Director with grant and foundation research and writing applications as needed.
  • Prepares and maintains board documents.
  • Takes minutes at board meetings and prepares and distributes to board for approval.
  • Coordinates and provides oversight for all office management/maintenance duties.
  • Manages bulk mailings as needed.
  • Maintains a level of confidentiality as pertains to HGA clients and organizations.
  • Works flexible hours during events.
  • Performs other related work as required.


  • Must have minimum of Associates Degree or equivalent experience.
  • Minimum of 3-5 years’ experience in an office setting.
  • Experience with all MS Office programs.
  • Knowledge of Donor Perfect or similar donor management software.

Job Knowledge, Skills & Abilities

  • Detail oriented with strong organizational skills
  • Excellent communication skills both written and verbal.
  • Ability to work effectively with an appropriate level of independence and initiative.
  • Ability to communicate with community agencies, photographers, media and other vendors.
  • Ability to establish and maintain effective working relations with co-workers and other employees.
  • Strong passion for children and is aligned with the Heart Gallery’s mission.
  • Experience in non-profit, child welfare or other similar role strongly preferred.
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