SILO Administrative Assistant and Meal Coordinator
Job Description:
Local non profit organization seeking an Administrative Assistant and Meal Coordinator to Serve, Inspire and Love Others in the Oxford area. We are a growth-minded grassroots organization looking for a detail-oriented problem solver who enjoys a variety of tasks.
SILO comes alongside and offers practical support to people who are struggling. SILO’s organizational culture is friendly and fosters creative and practical problem solving to best meet the needs of our friends (clients) and the organization.
The primary function of the Administrative Assistant is to provide support to the Executive Director with administrative tasks and coordinate a free monthly meal for the community. This person must: balance multiple tasks simultaneously, pay acute attention to detail, prioritize essential work, execute plans as assigned. The main duties will require skills in general office duties and event and volunteer coordination.
In person job with hybrid remote possibility. Non traditional schedules considered.
Essential Job Duties:
General Office Administration
● Bookkeeping duties including digitalization of receipts, entering expenses and drafting donation receipts in QuickBooks
● Maintain donor and volunteer information utilizing CRM
● Regular bank, post office and other errands
● Organize and maintain office and warehouse space and supplies
Program Support: Monthly Meals
● Coordinate free monthly community meals for approximately 350 people
● Attain needed paperwork for event including: licenses, reservations and insurance
● Design meal invitations
● Promote event through mailed postcards, website and social media
● Plan and manage food and supply sourcing, orders and pick up
● Rally volunteers and ensure sufficient volunteer support for the meal
● Manage two monthly meal subcommittees: Food and Decorations
● Work with staff and volunteers to set up and clean up: cooking area, supply area, hand washing station, serving table, dining tables and welcome table
● Ensure food is safely prepared and ready on time
● Manage friends’ contact information collected at meals
Delivering Hope
● Manage program database including: preparing weekly food delivery lists, updating completed food deliveries, integrating new food recipients
● Submit monthly food bank reports and attend quarterly meetings
● Coordinate community-led food drives
Growing Together Community Garden
● Maintain SILO seed inventory, including Seed Library at the Oxford library
● Promote and execute educational gardening workshops and events
Growing with SILO
● Annually update, distribute and promote application forms in English and Spanish
● Track new and existing participants
All programs
● Gather and file program photos
● Design needed promotional materials for review by the ED
● Tally program results as needed for grants, reports and social media
● Present about a program, as requested
Volunteers
● Engage new and existing volunteers, best utilizing their strengths and skills to the benefit of the organization
● Facilitate a welcoming and informative environment for new volunteers to quickly oriented and find their place in SILO
● Help coordinate volunteer meetings and related food
Grants
● Research potential donors matching SILO programs
● Draft grants for SILO programs while utilizing and updating program narratives
Fundraisers, Large and Small
● Work with Executive Director on all aspects of fundraisers large and small including: theme, invitations, donor receipts, vendors, volunteer teams, supply acquisition, set up, tear down and supply storage
● Join various event committees to perform administrative tasks, as requested
Professional Development and Networking
● Participate in relevant network events, including those hosted by partner organizations, sponsors and key community leaders, as requested
● Attend relevant non profit training opportunities, as requested
Knowledge and Skills A candidate for this position will be:
● Able to independently deliver tasks as assigned
● Detail- oriented and organized with a high attention to accuracy
● Self motivated, hard working and reliable
● High work standard
● A personable and effective communicator
● Excellent spoken and written English
● Willing and quick to learn
● Able to receive corrective instruction when needed
● Capable of delivering multiple tasks simultaneously
● Flexible to complete evolving tasks as needed
● Proficient in event planning and volunteer coordination
● Compassionate with multi-cultural competence
● Bilingual (English and Spanish) a plus
● Excellent computer skills with experience using: Microsoft Office, Google Workspace, QuickBooks, Canva or Photoshop, Little Green Light, Zoom and Teams
Minimum Education: Requirement Bachelor’s Degree or equivalent in experience Supervisor Executive Director
Physical Requirements: Able to sit and stand for long periods of time. Able to lift and move objects weighing up to 45 pounds.
Disclaimer: The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job. Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time.
SILO does not discriminate on the basis of race, color, national origin, sex, age, political affiliation, sexual orientation, gender identity, disability and/or religion.
Job Type: Full-time
Pay: $35,000- $40,000 per year, commensurate with experience Benefits:
Paid time off Vacation Schedule: Monday- Friday, 9am – 5pm, with a 30 minute lunch One Saturday per month
Ability to commute/relocate: Oxford, PA 19363: Reliably commute or planning to relocate before starting work
Experience: Administrative experience: 3+ years Volunteer coordinating: 2+ years
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