Administrative Assistant

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 correspondence, maintaining records, scheduling appointments, handling data entry, and supporting fundraising activities. This role offers an opportunity to be part of a mission-driven team making a tangible difference in the lives of vulnerable infants and their families. If you are an efficient multitasker with strong administrative skills and a heart for nonprofit service, we invite you to apply and become a valued part of the Mothers’ Milk Bank of Mississippi family.

Responsibilities

• Manage daily office operations including answering phones, responding to emails, and greeting visitors professionally.
• Maintain and organize both electronic and paper files ensuring accuracy and confidentiality of sensitive information.
• Schedule appointments, meetings, and coordinate calendars for the management team and staff.
• Assist with data entry and maintain databases related to donors, recipients, and inventory.
• Support fundraising events and outreach programs by preparing materials, tracking inquiries, and coordinating logistics.
• Prepare and distribute internal and external correspondence, including newsletters and donor communications.
• Collaborate with staff to ensure compliance with nonprofit regulations and help prepare reports for stakeholders.
• Track office supplies and place orders as necessary to maintain appropriate inventory levels.
• Assist in the preparation of meeting agendas and take detailed minutes during board and staff meetings.

Requirements

• 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.