53 Mill Street, Westfield, MA 01085 • 413.562.3627

Part-Time Administrative Assistant

 

Ongoing Responsibilities

  • Answer phones and respond to general inquiries.
  • Process email program/retreat registrations.
  • Process Genesis program and retreat payments in SalesForce. Assist in creating check-in lists.
  • Create programs and retreats in Sales Force. Enters projected participant count, room setup, snack requests and other details.
  • Track Program and Retreat actual income and projections to support budgeting and reporting.
  • Prepare twice weekly batch reports from Sales Force to Book-keeper, reconcile for accuracy.
  • Prepare stipend check requests for presenters and process refund requests for cancellations.
  • Compose and send Retreat letters for week-long retreats one month prior to start date.
  • Process acknowledgment of financial donations for Executive Director signature; file letters for gifts over $200 for auditor
  • Welcome guests, provide orientation and check-in as needed
  • Weekend coverage as scheduled in advance, welcoming groups and facilitating a seamless guest experience (a comprehensive description will be provided)
  • On-site and Zoom program support, as needed

Supplemental Wine Taste Fundraiser tasks, seasonal, averaging 4 hours per week April – July

  • Format and print letters to Wine Taste sponsors, track responses, enter into SalesForce and communicate with Bookkeeper; send acknowledgements
  • Attend Wine Taste organizing meetings, follow up on administrative details as needed
  • As part of the Wine Taste Committee, provides supplemental staff support for this annual fundraising event:
  • Administrative (letters and acknowledgements, attends meetings)
  • Logistical (volunteer coordination)
  • Hospitality (setup, and cleanup)

Supplemental Wine Taste tasks, seasonal, averaging 5-10 hours per week August and early September, related to Wine Taste

  • Coordination of details related to raffle and auction prizes
  • Work full time the week of, and the week after the Wine Taste, assisting with setup, cleanup, completing Thank You letters, and general resolution of the event
  • Attend Wine Taste debrief meeting, making notes in preparation for next year’s events

Position Requirements

  • Excellent phone manner and in-person hospitality to all visitors
  • Ability to integrate and communicate the Genesis mission through behavior and dialog
  • Graciousness in negotiating traffic flow and interruptions in lobby environment
  • Teamwork in covering shifts when office colleagues are sick and on vacation

Proficient In

  • Office 365, with emphasis on Word and Excel required; SalesForce and Crystal Reports preferred.

As needed

  • Cleaning, sanitizing and setting dining tables; putting out prepared food for guests.
  • Other tasks as assigned to support Genesis’ mission of hospitality

 

To apply, please submit a cover letter describing your interest and a current resume to: 

Liz Walz, ASP 

Executive Director

lizw@genesisspiritualcenter.org

From its beginning the earth is a spiritual as well as a physical reality.
-Thomas Berry