Administrative Assistant

Administrative Assistant

STATUS: Full-Time, On-Site
REPORTS TO: Executive Director

FUNCTION

The Administrative Assistant provides comprehensive administrative, logistical, and organizational support to the leadership and staff of CAMO USA. This role ensures efficient daily office operations, supports donor and volunteer relations, assists with financial and team coordination, and upholds the professional image of CAMO in all communications and interactions.

The position requires professionalism, discretion, accuracy, attention to detail, and the ability to handle multiple priorities in a fast-paced, mission-driven environment.

DUTIES AND RESPONSIBILITIES

1. Administrative Support

• Provide administrative and clerical support to the Executive Director and staff
• Prepare correspondence (letters, emails, and phone follow-ups) on behalf of leadership.
• Coordinate scheduling, meeting logistics, and travel arrangements as requested.
• Prepare and distribute materials for internal and external meetings (board, committee, donor, volunteer, etc.).
• Maintain and update the Donor Perfect database and ensure all donor and volunteer data is accurate and current.
• Support the coordination of fundraising events, volunteer appreciation activities, and special projects.
• Maintain accurate digital and paper filing systems according to organizational protocols.
• Track volunteer hours and maintain monthly reporting.
• Keep Executive Director informed of donations, communications, and key correspondence while she is abroad.

 

       2. Financial and Donor Support: (Working closely with Alejandra Elvir, CFO – Remote)

 

Cash Donations

• Post deposits in QuickBooks and maintain proper accounting documentation.
• Copy and file all checks, ensuring daily reconciliation and timely bank deposits.
• Issue acknowledgment and tax-compliant thank-you receipts.
• Track and reconcile data across donor-specific fundraising databases.
• Coordinate bank transfers as needed.

 

In-Kind Donations

• Complete and file in-kind donation forms, including fair market value research.
• Maintain a detailed database of in-kind gifts and corresponding donor acknowledgments.
• Collaborate with inventory personnel for entry and tracking of donated supplies and materials.

 

Payments

• Maintain purchase orders, invoices, and payment trail documentation.
• Prepare and file bills for payment.
• Ensure employee timesheets are submitted to CFO.
• Coordinate with Patriots Payroll Services for wage distribution, FICA, state/local taxes, BWC, and pension management.

 

3. Team Coordination (U.S. Teams Traveling to Honduras)

• Maintain team data bank and enter all relevant travel, payment, and credential information.
• Track and confirm payment status for all participants.
• Respond to team inquiries related to payments, forms, and travel documentation (other team logistics to be handled by coordinator).
• Collect, track, and file professional licenses (MD, RN, DDS, etc.) — must be current and completed two months prior to team arrival.
• Track waiver form signatures and compliance records.
• Prepare and mail team packets, ensuring accuracy and completeness.

 

 

4. Office and Facility Management

• Open and close the office; ensure staff coverage during working hours and that the door remains unlocked during business hours.
• Schedule, attend, and record minutes for weekly staff meetings.
• Maintain office supplies and inventory; obtain pre-approval for purchases over $100.
• Coordinate maintenance of office equipment (copiers, computers, phones, etc.).
• Manage incoming and outgoing mail, including sorting, bulk mail preparation, and postage documentation.
• Organize volunteer groups for bulk mailings and ensure all materials are ready (labels, envelopes, trays, forms, seals, etc.).
• Maintain proper snack and beverage setup for volunteers during large projects.
• Manage small parcel and container shipments in collaboration with warehouse and volunteer coordinator.
• Track and update asset lists (computers, furniture, vehicles, etc.).
• Maintain digital file system organization and ensure proper backup and accessibility.

 

 

5. Volunteer and Visitor Coordination

• Collaborate with the Volunteer and Warehouse Coordinator to schedule pickups, coordinate volunteer needs, and communicate logistics.
• Call volunteers for special projects, such as newsletter mailings or event assistance.
• Organize volunteer lunches and refreshments during large projects or container shipments.
• Provide guided tours for visitors and donors, sharing the mission and history of CAMO.
• Maintain professional and welcoming reception for all visitors.

 

 

6. Reception and Communications

• Greet and assist visitors, volunteers, and donors courteously and professionally.
• Answer phone calls and emails, directing inquiries to the appropriate staff or department.
• Respond to general information requests; refer potential volunteers in Honduras to the Executive Director and U.S. volunteers to the Volunteer Coordinator.
• Monitor and delete spam/scam emails and maintain inbox organization.
• Provide guidance to donors offering in-kind donations according to CAMO protocols.
• Manage invoicing and sales tracking for CAMO items (coffee, mugs, books, raffle tickets, etc.).
• Prepare and distribute meeting packets for board and committee meetings.

 

7. Records, Reporting, and Filing

• Maintain chronological and functional files for financial, donor, volunteer, and operational records.
• Ensure compliance with document retention policies.
• Prepare Annual Audit Binders (usually 4 volumes), beginning March/April each year, ensuring readiness for accountant review.
• Maintain the Bylaws Book and distribute board meeting minutes and updates as requested.
• Assist accountant with tax notices or documentation inquiries.

 

 

8. Facility and Vehicle Security

• Notify Executive Director of any vehicle or facility maintenance needs and obtain quotes for repairs.
• Track preventive maintenance schedules and documentation for all vehicles and facilities.
• Maintain inventory of keys (office, vehicles, and warehouse).
• Ensure all visitors and volunteers sign in according to safety protocols.

 

 

QUALIFICATIONS AND SKILLS

• Strong interpersonal and communication skills; ability to engage effectively with the public, volunteers, and donors.
• Excellent organizational and multitasking abilities; proactive time management and prioritization skills.
• Strong accuracy, attention to detail, and ability to meet deadlines under pressure.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and QuickBooks; experience with Donor Perfect a plus.
• Comfortable working with digital databases, filing systems, and basic accounting procedures.
• Ability to learn new applications.
• Must be capable of lifting up to 50 lbs and performing physical tasks such as standing, squatting, kneeling, and climbing stairs daily.
• Commitment to CAMO’s mission and values, maintaining a positive, team-oriented attitude.

 

Interested applicants should send their resume to: camo@camo.org
Application deadline: Monday, April 13, 2026