About the position
This is a part-time, home-based Administrative Assistant role supporting business owners. The position involves a wide range of administrative tasks including community project coordination, fundraising support, grant research, email and calendar management, basic bookkeeping, and real estate/property management assistance. The ideal candidate will be highly organized, proactive, and proficient in various digital tools.
Responsibilities
• Help organize community projects by coordinating communications, scheduling meetings, and sourcing support.
• Assist with project renderings using AI tools.
• Research and apply for grant opportunities related to community funding in Racine.
• Identify and maintain key contacts in Racine, including community members, potential supporters, donors, organizations, vendors, and other local stakeholders using HubSpot.
• Schedule meetings with community members and donors.
• Assist with registering for farmers markets and related events, including completing forms, tracking deadlines, paying fees, and preparing required documentation.
• Assist with fundraising trip planning, including travel research, itinerary organization, lodging, transportation, meeting scheduling, and confirmation tracking.
• Draft weekly development meeting agendas and agendas for other fundraising meetings.
• Track follow-up items from meetings and help ensure action items are completed.
• Maintain scheduling details, reminders, and task lists.
• Assist with grant applications as needed, including gathering required information, drafting responses, organizing supporting documents, and submitting application materials.
• Assist with the owner's email management, including triage, prioritization, drafting responses, and tracking follow-up items.
• Organize and prioritize incoming emails, flagging urgent or high-priority messages.
• Draft responses, follow-ups, and routine communications as directed.
• Maintain organized email folders, labels, documents, and digital records.
• Manage the owners' calendars, appointments, reminders, and scheduling requests.
• Maintain reminders for deadlines, renewals, reports, follow-ups, and recurring responsibilities.
• Coordinate personal, household, social, and professional meetings.
• Identify and schedule relevant community events, meetings, and activities.
• Register for events and classes as needed.
• Prepare expense reports by organizing receipts and completing reimbursement documentation.
• Assist with basic accounting and bookkeeping tasks.
• Organize receipts, invoices, statements, and expense records in Google Drive.
• Assist the owner with paying one-time bills as directed.
• Maintain simple spreadsheets for household, property, and project expenses, including recurring financial obligations.
• Track tenant transactions and communications.
• Coordinate with vendors and contractors regarding repairs and renovations.
• Follow up to confirm completion of maintenance requests.
• Monitor the ongoing Wisconsin renovation project by tracking tasks, updates, and timelines.
• Track deadlines for registrations, renewals, insurance, bills, and other required documentation.
• Coordinate scheduling with contractors, vendors, property managers, and service providers.
• Request estimates, compare quotes, and track project progress.
• Maintain records of invoices, warranties, service appointments, and maintenance history.
• Follow up with vendors and contractors via phone, email, or online portals.
Requirements
• Proficiency in AI tools for project renderings.
• Experience with HubSpot for contact management.
• Experience with Google Drive for document organization.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Experience with email management and calendar scheduling.
• Experience with expense report preparation and basic bookkeeping.
• Familiarity with real estate management tasks.
• Ability to coordinate with vendors and contractors.
Nice-to-haves
• Experience researching and applying for grant opportunities.
• Experience in fundraising coordination.
• Experience in remote property management.