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Administrative Assistant

BLOC Resources

Birmingham, AL

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JOB DETAILS
SKILLS
Administrative Management, Administrative Skills, Adobe Creative Suite, Apple iPad, Apple iPhone, Audiovisual, Brand Marketing (Branding), Brochures, Calendar Management, Communication Skills, Community Relations, Customer Support/Service, Detail Oriented, Documentation, Donor Development, Donor Relations, Email Marketing, Facebook Application Development, Flyers, Fundraising, Fundraising Campaign, Fundraising Program, Graphic Design, High School Diploma, Interpersonal Skills, Leadership, LinkedIn, Logistics, Mail Processing, Marketing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Newsletter, Nonprofit, Office Management, Operational Communications, Operations, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Press Releases, Project/Program Management, Proofreading, Public/Media/Press/Analyst Relations, Record Keeping, Social Media, Social Media Marketing, Stewardship, Strategic Planning, Team Player, Time Management, Writing Skills, iOS
LOCATION
Birmingham, AL
POSTED
3 days ago
Description

Position Overview

The Ballard House Project is seeking a highly organized, proactive, and detail-oriented Administrative Assistant to serve as the operational backbone of the organization. This role works directly with the Executive Director and plays acritical part in ensuring the smooth day-to-day functioning of the organization.

The Administrative Assistant will help streamline operations, manage communications, support donor engagement, and assist with marketing efforts-allowing leadership to focus on fundraising, program development, and strategic initiatives.

This position is ideal for a self-starter who thrives in a collaborative, mission-driven environment and has a passion for nonprofit work and community engagement.

Requirements

Key Responsibilities

Administrative & Office Management

  • Manage and maintain the Executive Director's calendar, including scheduling meetings, appointments, and organizational events
  • Oversee and coordinate program calendars, including tours, events, and community activities
  • Organize and maintain both physical and digital filing systems, ensuring accuracy, accessibility, and confidentiality
  • Coordinate logistics for meetings, including agenda preparation, presentation materials, audio/visual setup, and follow-up communications
  • Support archival efforts by organizing and maintaining historical records and documentation
  • Perform general administrative duties to ensure smooth daily office operations


Communications & External Relations
  • Serve as a professional point of contact for donors, patrons, media, and the general public
  • Draft, edit, proofread, and distribute correspondence, press releases, and organizational communications
  • Maintain strong relationships with community partners, volunteers, and stakeholders
  • Represent the organization with professionalism and a customer-service mindset


Donor Relations & Development Support
  • Prepare and manage donor communications, including acknowledgment letters, newsletters, and fundraising appeals
  • Maintain and update donor databases and contact records
  • Assist the Executive Director with donor stewardship and engagement initiatives
  • Support fundraising campaigns through administrative coordination and outreach


Marketing & Social Media
  • Assist in the creation and distribution of marketing materials such as brochures, flyers, newsletters, and annual reports
  • Manage and update social media platforms (Facebook, Instagram, LinkedIn, X) with engaging and mission-aligned content
  • Monitor social media engagement and help develop strategies to grow audience reach and visibility
  • Ensure all public-facing content aligns with organizational branding and messaging


Required Education and Experience
  • Minimum of 5 years of experience in an administrative, communications, or office management role
  • Proven experience supporting senior leadership or executive-level staff
  • Demonstrated experience managing social media accounts and digital communications
  • High school diploma required; Associate's or Bachelor's degree preferred


Required Skills and Abilities
  • Exceptional written and verbal communication skills with the ability to tailor messaging for diverse audiences
  • Strong organizational and time management skills with the ability to manage multiple priorities
  • High attention to detail and accuracy in all work products
  • Ability to work independently as a self-starter while also collaborating effectively within a team
  • Strong interpersonal skills and ability to build relationships with stakeholders
  • High level of professionalism, discretion, and sound judgment when handling confidential information
  • Creative mindset with the ability to contribute to marketing and outreach initiatives
Technical Skills & Competencies
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Experience with email marketing platforms such as Mailchimp (or similar tools)
  • Proficiency with Canva for marketing and promotional materials
  • Working knowledge of major social media platforms (Facebook, Instagram, LinkedIn, X)
  • Comfort using iOS/Apple devices (iPhone, iPad) in daily operations
  • Familiarity with donor management systems (preferred)
  • Basic graphic design skills and experience with Adobe Creative Suite (preferred)
Preferred Qualifications
  • Experience working in a nonprofit, educational, or cultural organization
  • Familiarity with donor management platforms such as Bloomerang, DonorPerfect, or similar systems
  • Background in communications, public relations, or marketing
  • Experience supporting fundraising or development initiatives

About the Company

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BLOC Resources

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