Reports to: Executive Director
Status: Part-Time, Non-Exempt (approximately 10 hours/week)
Compensation: Hourly; No fringe benefits
Submit questions & resume to grateful@atsfound.org
Position Summary
The Administrative Assistant provides clerical and operational support to the Executive Director and the Financial Administrator of Ashland Theological Seminary Foundation (dba Friends of Ashland Seminary), a 501(c)(3) tax-exempt organization. This role is primarily task-oriented and requires strong organizational skills, attention to detail, and the ability to manage multiple assignments efficiently. The Administrative Assistant plays a key role in ensuring that office functions run smoothly and that the leadership team is supported in carrying out the organization’s mission.
Essential Duties and Responsibilities
(The following list reflects at least 80% of the position’s responsibilities)
- Prepare, edit, and format documents, correspondence, and reports as requested.
- Maintain both physical and electronic filing systems to ensure records are organized and accessible.
- Schedule and coordinate meetings, conference calls, and appointments for leadership.
- Assist in preparing and distributing meeting agendas, minutes, and related materials.
- Process incoming and outgoing mail, email, and other correspondence.
- Enter and update data in organizational databases and spreadsheets accurately.
- Assist with tracking donations and preparing donor acknowledgment letters.
- Maintain calendars and ensure timely reminders for important deadlines and events.
- Support basic bookkeeping tasks under the direction of the Financial Administrator (e.g., invoice coding, expense tracking, record filing).
- Order and maintain office supplies and other resources as needed.
- Conduct basic research and compile information for reports or projects.
- Perform other related clerical tasks as assigned to support the work of the Executive Director and Financial Administrator.
- Support Executive Director’s marketing strategy, including help with social media, emails, mailings, etc.
Required Skills, Values, and Experience
- Proven experience in an administrative, clerical, or office support role.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with cloud-based file storage platforms (e.g., Google Drive, Dropbox).
- Strong organizational and time management skills; ability to prioritize and meet deadlines.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy in work.
- Ability to handle confidential information with discretion and integrity.
- Self-motivated, dependable, and able to work independently with minimal supervision.
- Affinity for the mission of Ashland Theological Seminary Foundation and commitment to supporting its work in a manner consistent with Christian values.
Physical Requirements
- Prolonged periods seated at a desk and working on a computer.
- Ability to lift up to 20 lbs occasionally (e.g., moving office supplies or materials).
- Mobility to file documents in cabinets and access stored materials.
- Clear vision for reading documents and data entry, with or without corrective lenses.
- Adequate hearing to participate in conversations and receive instructions in person or via phone/video calls
Rev Date: 8/21/2025