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Administrative Assistant – Onsite | Kalamazoo, MI | $18–20/hr

Pay: $18–20/hr, based on experience
Location: Onsite in Kalamazoo, MI
Schedule: Monday–Friday, 8:00 AM–5:00 PM

Our client, a nonprofit organization in Kalamazoo, is seeking an experienced Administrative Assistant. This is a full-time opportunity in a mission-driven environment focused on serving children, youth, and their families. Founded as a Christian women’s center, the organization has grown into an academy and multi-service provider, with 28 employees and a child care center on-site. The office has a friendly, team-oriented culture and a receptionist to assist with front-desk duties.

Key Responsibilities:

Filing & Paperwork Processing

• Pull and organize files for audits

• Process receipts and route to the bookkeeper

• Handle various administrative paperwork tasks

Phone & Client Communication

• Answer incoming calls and direct to appropriate staff

• Communicate with parents, children, and program participants

• Take accurate messages and ensure timely follow-up

• Draft and send parent communications

Document Creation

• Prepare letters, forms, and newsletters using Word, Excel, and Canva

• Update and maintain templates as needed

Donations & Data Entry

• Track donations in Excel and a basic internal database

• Send thank-you notes to donors

• Accurately log donation amounts and dates

Mailing & Labeling

• Prepare outgoing mail, including labeling and assembling packets

Qualifications:

Required:

• Prior experience as an Office Manager, Secretary, or Administrative Assistant

• Proficiency in Microsoft Office (Word, Excel), and Canva

• Strong filing, document creation, and phone communication skills

• Ability to handle mailing tasks independently

• Must be self-sufficient – limited time for hands-on training

Preferred:

• Knowledge of food reimbursement processes for youth programs (e.g. collecting attendance and submitting forms to the State of Michigan)
  
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