Part-time Administrative Assistant

Book'em

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Job Summary

Book’em is seeking a part-time Administrative Assistant to join our committed team – someone who is passionate about books, literacy, and children/teens and wants to help us provide more books and reading role models for Nashville’s youth. At Book’em, we work hard, have fun, and believe in work/life balance. We encourage and celebrate diversity and are an equal opportunity employer.

The mission of Book’em is to create a more literate Nashville and ignite children’s passion for reading through book ownership and enthusiastic volunteers. We envision a future in Nashville where all children own books and know first-hand the joy and value of reading. For more information about Book’em, please visit www.bookem-kids.org.

This position is in-person for 20-25 hours/week. This employee will help determine their schedule within regular business hours, 8:00 to 5:00 Monday through Friday. Some evenings and weekends will be required with advance notice.  

If you are looking for a place to use your skills to make a difference for Nashville’s youth, please consider Book’em.

Job Purpose

To assist our executive director with day-to-day administrative tasks and help with other needs and priorities to fulfill our mission. The Administrative Assistant reports to our Executive Director.

Job Responsibilities

Duties and Responsibilities

• Manage, assist, and/or respond to voicemails and emails for Executive Director as requested
• Assist with board and committee relations
• Assist with meetings
• Organize timesheets and payroll monthly
• Prepare invoices and checks for review
• Organize and maintain backup of virtual office files and documents
• Assist with the hiring process
• Ensure consistency between various databases
• Track grant applications and report deadlines
• Compile and gather data and information for reports
• Answer phones
• Welcome and direct visitors
• Monitor and manage general incoming email addresses for the organization
• Keep office organized
• Monitor office equipment and arrange needed maintenance and repairs
• Order and maintain office supplies
• Open and distribute mail and packages
• Assist with e-newsletters and communications
• Coordinate logistics for special deliveries
• Assist with programs, volunteers, and fundraising as needed
• Assist with other needs when they arise
• Maintain working relationships that ensure the success of Book’em. This includes maintaining positive interpersonal relationships with partners, donors, volunteers, and staff.
• Assist with operations, volunteers, technology, marketing, social media, office functions, books, fundraising, and other duties as needed; and assist other staff members and board of directors as needed.

Qualifications

Knowledge, Skills, and Abilities

• Time management and organizational skills.
• Excellent English language skills: oral, written, reading, and strong interpersonal communication skills.
• Proficient or advanced knowledge of Microsoft Office applications  and ability to learn new technology platforms
• Ability to work independently and proactively without daily instruction, as well as the ability to work well with a team.
• Must be comfortable working with a diverse population of volunteers, educators, business leaders, and individuals.
• Flexibility to adjust to new tasks and priorities.
• Attention to detail.
• Ability to meet deadlines.
• A valid driver’s license and vehicle insurance are required. Use of personal vehicles will be required at times.

Education and Experience Required

• High school diploma or equivalent, college degree, and/or more.
• One year of administrative work experience is required.
• Volunteer experience (any type) is desired.

Environmental Conditions and Physical Demands

• Moderate physical activity.
• Manual dexterity to reach/handle items, work with fingers, and perceive attributes of objects and materials.
• The employee is required to stand, walk, sit, climb and balance.
• The final candidate must pass a thorough background check.

Work Schedule

• Part-time position: 20-25 hours per week, during normal weekday business hours (8 am-5 pm Monday through Friday) with some early mornings, evenings, and weekends required with advance notice.
• In-person position.

Additional Information

Benefits

How to Apply

To apply for this position, please email the following to Melissa Spradlin at melissa@bookem-kids.org.

• a cover letter describing how you are qualified for this position and why you are interested in it
• your resume

Details

• Date Posted: October 23, 2023
• Type: Part-Time
• Job Function: Administrative
• Service Area: Children / Youth
• Start Date: 11/09/2023
• Salary Range: $15.00/hour
• Working Hours: 20-25 hrs/wk; M-F days, some weekends and evenings required