Admin Assistant

WeAssist.io • Full-time • 1d ago

Hiring: Full-Time Administrative Assistant - Remote - $9,600 - $14,400/yr

🚀 About the Client 🚀

💛 20+ years of intentional kindness uplifting underserved urban communities through practical, hands-on service.

🥫 Food, footwear, and family-focused programs —from food distribution and hot meals to shoe drives and basic foot care for those without access to podiatry.

🤝 Powered by volunteers, fueled by purpose —they serve thousands of individuals and families each month through community-driven programs.

🌟 A mission-led, faith-friendly culture where every conversation aims to be the best part of someone's day.

🌱 A close-knit core team of passionate, kind-hearted people who believe in doing all the good they can—by every means, in every way, every single day.

🌟 About WeAssist 💡

🌍 Led by a Founder Who Cares– Reef Colman built WeAssist to empower individuals and create meaningful opportunities that support families.

⚡ Fast & Purposeful Recruiting– We move quickly but prioritize long-term fit, stability, and growth over just filling roles.

🌎 Connecting Global Talent– With 100+ outsourced professionals and growing, we link top talent worldwide with thriving US businesses.

❤️ Giving Back Matters– From building schools to feeding the homeless, we believe true success means making a difference.

🤝 An Inclusive & Thriving Culture– Your skills and unique gifts matter. We create an environment where outsourced professionals don't just work—they grow.

⚒️ Key Responsibilities of the Administrative Assistant 📝

🗂️ CRM & Data Management

📞 Donor & Volunteer Communication

🎉 Event & Program Coordination

🎨 Materials Design & Website Updates

📝 Meeting Support & Note-Taking

🥦 Food Ordering & Budget Tracking (Phase 2)

Additional Information

Review this Doc first!

How To Prepare For The Recruiting Process -

https://docs.google.com/document/d/1tCWNqlU4gNG4nQaEeo5iSKNB8A8X7xAlVCMDvZwkdDk/edit?tab=t.0#heading=h.gt6n5ybw2ujb

📢 Why Are They Hiring an Administrative Assistant? 🏢

Our client is hiring an Administrative Assistant to be the organizational backbone of their growing nonprofit—keeping data clean, communications warm, and operations running smoothly behind the scenes. As their programs and partnerships expand, the internal team needs a reliable, mission-aligned partner to take ownership of CRM management, donor and volunteer communication, event logistics, and day-to-day administrative tasks. This role is about more than checking boxes—it's about helping a kindness-driven organization extend its impact even further. ❤️

If you're a warm, detail-oriented, and highly organized administrative pro who loves making people feel seen, supports mission-driven work, and thrives juggling multiple projects in a relational, faith-friendly environment—this role could be a great fit for you. ✨

Must-Haves

✅ Qualifications:

🙏 Nonprofit or Faith-Based Experience– Background working with charitable nonprofits, faith-based organizations, or Christian communities (the team is largely Christian and led by a pastor, though the organization itself is non-religious).
🗂️ Administrative & Executive Support Background– Solid experience in administrative or executive assistance, event coordination, and data entry.
📞 Comfortable with Phone Communication – Willing and able to spend approximately 15–20% of the workday on phone calls, connecting with donors, partners, and stakeholders.
💾 CRM Proficiency– Hands-on experience with a CRM platform (Neon CRM is a major plus, but other CRMs are fine if you can ramp quickly).
✍️ Strong Written & Verbal English– Excellent communication skills for engaging donors, partners, and volunteers with warmth and clarity.
💛 Warm, Genuine People Skills– Friendly, affirming, and people-first—the kind of person who naturally makes others feel valued.
🔍 Detail-Oriented & Organized– Strong attention to detail, follow-through, and the ability to track many moving parts at once.
🌟 Team Player with Initiative– A creative problem-solver and go-getter who brings ideas back to the team and lifts everyone up.

Nice-to-Haves

🥫 Logistics or Food Bank Coordination– Experience coordinating logistics with suppliers, vendors, or food banks is a major plus.
📊 Reporting & Spreadsheet Skills– Comfort exporting CRM data into Excel and building clean, useful reports. Advanced Excel skills are a MAJOR PLUS!

Responsibilities Of The Administrative Assistant

🗂️ CRM & Data Management

Enter donations from various platforms individually into Neon CRM
Maintain accurate records and assist with organizational documentation
Create and pull statistical reports and donor lists from Neon (e.g., top 100 donors for a given year, multi-year wholesaler lists)
Export CRM data into Microsoft Excel to manipulate information and track donor dollars
Help establish lightweight tracking systems (e.g., shared Google Spreadsheets) to keep tasks and follow-ups organized

📞 Donor & Volunteer Communication

Manage a dedicated email inbox to communicate with partners, donors, and volunteers
Answer voicemails and incoming phone calls—directing individuals to food shelves, answering questions about resources, explaining how to schedule shoe events or trailers, etc.
Make warm, outbound thank-you calls to donors, sharing the organization's story and impact
Walk volunteers through the registration process via email or phone when needed
Ensure every conversation reflects the organization's warm, affirming culture—aiming to be "the best conversation of the day" for every caller
Phone calls are expected to take up roughly 15% to 20% of your daily time

🎉 Event & Program Support

Manage volunteer event registrations and ensure participants receive all the details they need
Provide manual onboarding for larger groups or special-circumstance volunteers
Compile lists, track dates, and manage spreadsheets to monitor event data and donor dollars
Coordinate subcommittee and all-team meetings for fundraisers, holiday help, and shoe trailers—gathering information, keeping teams on schedule, and following up to keep operations moving
Partner with the marketing team to ensure event advertising and mailings go out smoothly
Draft event-related content and captions for the social media team based on hands-on knowledge of the events

🎨 Materials Design & Website Updates

Use Canva to update or create event brochures, flyers, and forms aligned with branding
Manage form letters and tweak existing document templates for final approval
Edit and update Google Calendars embedded on the organization's website (e.g., adding new shoe events)
Upload PDFs directly to the website using Squarespace
Update volunteer postings and opportunities on third-party platforms like Hands-on Twin Cities and Idealist

📝 Meeting Support & Note-Taking

Attend the mandatory weekly team meeting every Wednesday morning (8:00 AM – 9:30 AM CT) via Zoom
Take detailed meeting notes during core team meetings and operational logistics meetings
Sit in on leadership meetings to build a big-picture understanding of operations—helping you confidently interface with clients, partners, and donors over time

🥦 Food Ordering & Budgeting (Phase 2 — ~60–90 Days In)

Manage a dedicated email inbox specifically for food ordering
Order food for 10–12 food shelf sites using two different food banks
Track and maximize individual site budgets, ensuring grant dollars are spent correctly
Negotiate orders to ensure they're well-rounded—balancing meat, produce, and pantry essentials
Resolve delivery issues with food banks and ensure orders arrive on time
Juggle strict ordering deadlines (e.g., noon cut-offs) and constantly updating inventory while balancing other administrative tasks

🏡 Want to Know More About the Client?

Our client is a Minneapolis–based nonprofit that has been operating since 2003, dedicated to inspiring intentional kindness and providing practical resources to underserved urban communities. Through food distribution, grocery support, hot meal programs, foot care services, holiday help initiatives, and youth and community engagement events, they serve thousands of individuals and families every single month. Their work is volunteer-driven and deeply community-rooted—every program is designed to help people feel seen, supported, and valued.

Their guiding philosophy is simple but powerful: "Do all the good you can, by all the means you can, in all the ways you can, in all the places you can, at all the times you can, to all the people you can, as long as ever you can." Joining this team means being part of a mission that brings help and inspires hope—every single day. 🌟

Culture And Core Values

This is an extremely collaborative, highly relational, and lean team—where kindness is the standard, accountability is handled gently, and affirmation is woven into everyday work. They believe that the best work happens when people feel safe, supported, and celebrated.

🤗 Accepting– They believe in people and in the intrinsic value of humanity, and choose to do all the good they can.
💛 Compassion– They believe in the life-changing power of kindness and the virtue of doing good.
🤝 Trust Culture– They build strong relational equity to foster a better, more connected community.
🌱 Improving the Human Condition– They strive continuously for the benefit of others, in ways big and small.
☀️ Optimistic– They steward their time, talent, and treasure with efficiency, intention, and hope.
🌐 Networking– They partner with others as an effective way to multiply impact and do more good together.

Together, this is a team where kindness leads, hope spreads, and every effort makes a real difference. 💫

What's in it for you? 😏

Role

Joining this client means not just filling a role but embarking on a personal development journey. The growth potential is substantial, with opportunities to:

❤️ Mission-Driven Work– Spend your days supporting an organization that's actively making lives better in their community.
🤝 Warm, Relational Culture– Join a tight-knit core team where affirmation, kindness, and care are the norm.
📈 Long-Term Stability & Growth– Our client is looking for a long-term, dependable hire they can grow with—not a quick fill.
🧠 Big-Picture Exposure– Sit in on leadership meetings to deepen your understanding of operations and build your confidence.
🌍 Tangible Community Impact– See firsthand how your work supports food shelves, volunteers, donors, and underserved families.
🌴 Permanent Remote Setup– Work from anywhere with a clean setup, strong wifi, and a supportive team behind you.
🌟 Purpose Over Pressure– A workplace where kindness and genuine care are valued just as much as productivity.

Your next big opportunity starts here—ready to take the leap? 🚀

Perks