Employment Opportunities

Administrative Assistant

Position: Administrative Assistant

Reports to: Executive Director

FTE: W2 Employee, hourly non-exempt

To apply, please send job-specific cover letter and resume to Lynette@pbjf.org and Daniel@pbjf.org

DESCRIPTION:

The Administrative Assistant plays a vital behind-the-scenes role in supporting the daily operations, compliance, and infrastructure of the Parker Bounds Johnson Foundation (PBJF). This position provides administrative, financial, donor-support, and organizational assistance that allows the Executive Director and leadership team to focus on mission delivery, fundraising, and community impact. In a small nonprofit setting such as Parker Bounds Johnson Foundation, this role requires strong organization, attention to detail, discretion, and the ability to manage a wide range of administrative tasks independently while coordinating with leadership, accountants, and external partners.

QUALIFICATIONS:

• Strong organizational skills and attention to detail

• Ability to manage multiple administrative tasks with minimal supervision

• Comfort working in cloud-based systems (Google Workspace, spreadsheets, shared drives)

• Professional written communication skills

• Discretion and confidentiality when handling sensitive information

• Experience in nonprofit administration, bookkeeping support, or office management preferred

CORE RESPONSIBILITIES:

Administrative & Office Operations

• Monitor and manage the organization’s general email inbox (e.g., info@pbjf.org), routing messages appropriately and responding when needed

• Check and manage the organization’s PO Box; open, scan, save, and distribute mail electronically

• Maintain organized digital filing systems for contracts, correspondence, policies, insurance documents, and reports

• Research and recommend administrative tools, software, and online services to improve operational efficiency

• Print, prepare, and mail grant applications and other required documents as needed

Financial & Recordkeeping Support

• Scan, organize, and archive financial documents including endowment statements and insurance records

• Assist with account updates and administration for platforms such as Benevity, TechSoup, and similar services

• Support bookkeeping and financial documentation processes in coordination with the Executive Director and external accounting support

• Ensure accurate record retention in alignment with nonprofit best practices

Compliance, Reporting & Governance Support

• Track and support state and regulatory reporting requirements, including annual and quarterly filings

• Assist with organizing insurance policies, renewals, and policy reviews

• Support board administration through document preparation, record organization, and meeting materials as needed

Human Resources & Hiring Administration

• Provide administrative support for hiring activities, including onboarding documentation and recordkeeping

• Maintain HR training records and compliance documentation

• Support annual review documentation and internal administrative HR processes

Donor & Development Support

• Assist with donor communications, acknowledgments, and record organization

• Support mailings, thank-you letters, and development-related administrative tasks

• Help maintain accurate donor and fundraising records in coordination with leadership

WORK ENVIRONMENT:

This is a fully remote, part-time position (approximately 15 hours per week) with a high degree of flexibility in scheduling. The Administrative Assistant works independently from a home office and must be comfortable managing tasks with minimal day-to-day supervision.

The ideal candidate enjoys the autonomy of remote work, is self-motivated, and can organize their time effectively to meet deadlines and support organizational needs. Work hours are flexible and may be distributed throughout the week, with some tasks tied to periodic deadlines (e.g., reporting, mail processing, or scheduled communications).

This role is well suited for someone who values meaningful, mission-driven work and thrives in a flexible environment where trust, accountability, and clear communication are essential.