Administrative Assistant

Administrative Assistant

The mission of Bens Bells is to inspire, educate, and motivate people to realize the impact of intentional kindness and to empower individuals to act according to that awareness, thereby strengthening ourselves, our relationships, and our communities.

Recent research demonstrates that kindness benefits our physical and mental health and that recognizing kindness in others increases a persons happiness and satisfaction. But just as solving a calculus problem requires advanced math skills, the challenges of daily life require advanced kindness skills. By focusing on kindness and being intentional in our personal interactions, we can improve our ability to connect. For more information on the organization, visitwww.bensbells.org.

Position Summary

Reporting to the Co-Executive Director, the Administrative Assistant will provide administrative support with a strong data entry focus across kindness education programming, community education, and donations/donor stewardship. This position will also support Marketing & Events as needed.

Responsibilities

Data Entry & Administration

• Track and record donor information in the donor database (Bloomerang)
• Maintain the accuracy of the donor database (de-duping records, updating contact details, etc.)
• Create pledges and record payments for paid programming (speaking engagements, off-site events, etc.)
• Manage Electronic Funds (EFT) donations
• Deposit entry and filing
• Meet the end of month / general deadlines for data entry and ensure accuracy for reporting to the external accounting team
• Generate database reports for internal use as needed, including mailing campaigns and campaign strategy
• Generate monthly tax letters
• Coordinate monthly gratitude initiatives with Co-Executive Directors and the Board of Directors
• Maintain records of program and partnership activities
• Maintain records for the Belling program
• Monitor Kind Campus registration and manage/record registrations
• Track and distribute program and demographic data for monthly board reporting

Other Duties

• Assist with the annual auction, including procurements of items via phone calls, emails, and item pickup, as well as packaging of items and data entry in auction software.
• Manage shipping for Annual Appeal donor gifts
• Manage shipping for donor incentive gifts (including monthly and annual giving)
• Support Millions for Tucson mailings (ticket mailings)
• Assist at events as needed

Qualifications

• 1 year of administrative experience
• Proficient in Microsoft Word & Excel, database experience preferred
• Bilingual skills preferred but not required

Essential Skills and Abilities

• Personal qualities of kindness, integrity, credibility, and commitment to the mission of Bens Bells
• Demonstrated excellence in organizational, time management, and communication skills with close attention to detail
• Occasional need to be available for early morning, evening, and weekend activities
• Excellent customer service and interpersonal skills
• Ability to manage multiple projects independently and simultaneously
• Self-directed and self-motivated

Benefits

• Flexible work environment

TimelinePosition will remain open until filled.

This position is flex-time, scheduled for 20 hours per week, in-person at our Downtown Tucson location, and will include some weekend and evening hours for special events.