Administrative Assistant Vacancy

TITLE:  Administrative Assistant

STATUS:  Full-Time, Non-Exempt, On-Site

REPORTS TO:  Executive Director

FUNCTION

The Administrative Assistant provides administrative, logistical, and organizational support to the leadership and staff of CAMO USA. This role supports daily office operations, donor and volunteer relations, financial and team coordination, and maintains the professional image of CAMO through effective communication and organization.

The position requires professionalism, discretion, accuracy, attention to detail, strong organizational skills, and the ability to manage multiple priorities in a mission-driven environment.

DUTIES AND RESPONSIBILITIES

1. Administrative Support

• Provide administrative and clerical support to leadership staff.
• Prepare correspondence, reports, meeting materials, and follow-up communications.
• Coordinate schedules, meetings, travel arrangements, and office logistics as requested.
• Maintain accurate donor, volunteer, and organizational records within Donor Perfect and filing systems. (will train)
• Support fundraising events, volunteer activities, and special projects.
• Keep the Executive Director informed of important communications and operational updates during travel or remote work periods.

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

Cash Donations

• Post deposits in QuickBooks and maintain supporting documentation.
• Process checks, prepare bank deposits, and issue tax-compliant donor acknowledgments.
• Reconcile donor database records and assist with approved bank transfers according to organizational procedures.

In-Kind Donations

• Process in-kind donation forms and maintain donor acknowledgment records.
• Coordinate with inventory personnel regarding tracking and documentation of donated supplies and materials.

Payments and Payroll Support

• Maintain purchase orders, invoices, bills, and payment documentation.
• Ensure employee timesheets are submitted to the CFO.
• Assist with payroll-related communication and documentation involving payroll services, tax reporting, workers’ compensation, and retirement contributions.

3. Filing International team information

• Maintain team databases including travel, payment, credential, and compliance information.
• Track participant payments, waivers, and required documentation.
• Assist team members with forms, payment questions, and travel-related documentation.
• Maintain records of professional licenses and credentials and assist in ensuring timely submission prior to team travel.
• Prepare and distribute team packets and materials.

4. Office and Facility Operations

• Assist in maintaining front office coverage and reception accessibility during business hours.
• Schedule and record staff meeting minutes.
• Maintain office supplies, equipment, mail processing, and organizational inventory records.
• Coordinate bulk mailings and volunteer support activities.
• Maintain organized digital filing systems and operational records.
• Track maintenance schedules and inventory records for facilities, vehicles, and organizational assets

5. Volunteer, Visitor, and Donor Relations

• Coordinate volunteer scheduling and communication with the Volunteer and Warehouse Coordinator.
• Assist with volunteer projects, hospitality arrangements, organizational events, and donor/visitor tours.
• Maintain a professional and welcoming environment for visitors, volunteers, and donors.

6. Reception and Communications

• Answer and direct phone calls, emails, and general inquiries.
• Provide information regarding CAMO programs and volunteer opportunities according to organizational procedures.
• Maintain organization of office in boxes and communications.
• Assist donors offering in-kind donations according to CAMO guidelines.
• Support invoicing and sales tracking for CAMO products and fundraising items.
• Assist Executive Director in board and committee meeting packets as requested.

7. Records, Reporting, and Compliance

• Maintain financial, donor, volunteer, and operational records in accordance with organizational policies.
• Assist with preparation of Annual Audit Binders and accountant documentation requests.
• Maintain organizational governance records including board minutes and bylaws documentation.
• Support compliance with document retention and filing procedures.

QUALIFICATIONS AND SKILLS

• Minimum 3 years of administrative or office management experience (nonprofit experience preferred).
• Strong interpersonal, organizational, and communication skills.
• Ability to manage multiple priorities with accuracy and professionalism.
• Proficiency in Microsoft Office Suite and comfort with databases and basic accounting procedures.
• Ability to perform essential job functions, including occasional lifting 35- 50 lbs., standing, walking, bending, kneeling, and climbing stairs, with or without reasonable accommodation.
• Commitment to CAMO’s mission and a positive, team-oriented attitude.

NOTE

This job description is intended to describe the general nature and level of work being performed and is not intended to be a complete list of all responsibilities or duties. CAMO reserves the right to modify responsibilities and expectations as organizational needs evolve.

Employment with CAMO is at-will and may be terminated by either the employee or CAMO at any time, with or without cause or notice, in accordance with applicable law.

CAMO is an equal opportunity employer committed to maintaining a professional, respectful, and inclusive workplace environment.

OFFICE LOCATION:

• CAMO
• 322 Westwood Ave
• Orrville, Ohio 44667
• Phone 330-683-5956