[Hiring] Administrative Assistant @Mothers’ Milk Bank of Mississippi

Role Description

Mothers’ Milk Bank of Mississippi is seeking a dedicated and organized Administrative Assistant to join our nonprofit organization, committed to providing safe, quality donor human milk to those in need. As an essential member of our team, the Administrative Assistant will play a pivotal role in supporting daily operations, facilitating communication, and ensuring the smooth functioning of our office.

This position requires a proactive and detail-oriented individual who thrives in a fast-paced environment and is passionate about contributing to a meaningful cause that positively impacts infant health and well-being across Mississippi. The successful candidate will interact with staff, donors, healthcare professionals, and community members, requiring excellent interpersonal skills and a friendly, professional demeanor.

Responsibilities include:

• Managing daily office operations including answering phones, responding to emails, and greeting visitors professionally.
• Maintaining and organizing both electronic and paper files ensuring accuracy and confidentiality of sensitive information.
• Scheduling appointments, meetings, and coordinating calendars for the management team and staff.
• Assisting with data entry and maintaining databases related to donors, recipients, and inventory.
• Supporting fundraising events and outreach programs by preparing materials, tracking inquiries, and coordinating logistics.
• Preparing and distributing internal and external correspondence, including newsletters and donor communications.
• Collaborating with staff to ensure compliance with nonprofit regulations and helping prepare reports for stakeholders.
• Tracking office supplies and placing orders as necessary to maintain appropriate inventory levels.
• Assisting in the preparation of meeting agendas and taking detailed minutes during board and staff meetings.

Qualifications

• Proven experience as an administrative assistant or in a similar role, preferably within a nonprofit organization.
• Excellent organizational and time-management skills with the ability to multitask and prioritize effectively.
• Strong written and verbal communication skills, with attention to detail and professionalism.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with database management.
• Ability to handle sensitive and confidential information with discretion and integrity.
• A self-starter with a positive attitude, capable of working independently and as part of a team.
• High school diploma or equivalent required; Associate’s degree or higher in related field preferred.
• Experience with fundraising support, donor management software, or event coordination is a plus.
• Commitment to the mission and values of Mothers’ Milk Bank of Mississippi, showing compassion and empathy.