Administrative Assistant

Administrative Assistant

Organization: Djerassi Resident Artists ProgramLocation: Woodside, CA (on-site/remote)

Reports to: Executive Director

Position Overview

The Administrative Assistant plays a key role in supporting the daily operations of the Djerassi Resident Artists Program. This position is responsible for accurate data entry, managing incoming and outgoing mail, assisting with general office operations, and supporting basic financial reconciliation tasks. The ideal candidate is detail-oriented, organized, and comfortable working in a collaborative, mission-driven environment. Must be able to drive to and work onsite to attend our weekly staff meeting, and at other times as needed.

Key Responsibilities

Data Entry & Records Management

• Enter and maintain accurate records in internal databases (artists, donors, program data)
• Update spreadsheets and CRM systems regularly
• Ensure data integrity and confidentiality

Mail & Communications

• Sort, distribute, and track incoming mail and packages on site
• Prepare and send outgoing correspondence, including donor acknowledgments and program materials
• Assist with general email and phone inquiries as needed

Daily Operations Support

• Provide administrative support to staff across departments
• Maintain office supplies and coordinate orders
• Assist with scheduling, calendar management, and meeting logistics
• Help prepare materials for events, residencies, and board meetings

Financial Reconciliation

• Assist with tracking expenses and reconciling receipts
• Support basic bookkeeping tasks (e.g., invoice tracking, data entry into accounting systems)
• Work with finance staff to ensure accurate and timely reporting

Qualifications

• 1–3 years of administrative or office support experience
• Strong attention to detail and organizational skills
• Proficiency in Microsoft Office / Google Workspace
• Experience with DonorPerfect or other CRM systems preferred
• Basic familiarity with bookkeeping, financial processes, and QuickBooks Online
• Strong written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines

Preferred Attributes

• Interest in arts organizations or nonprofit work
• Self-starter with a proactive attitude
• Ability to handle sensitive information with discretion

Compensation

32 hrs/week, $24–$30 per hour, depending on experience

Send cover letter and resume to jobs@djerassi.org

Pay: $24.00 - $30.00 per hour

License/Certification:

• CA Driver's License (Preferred)

Ability to Commute:

• Woodside, CA 94062 (Preferred)

Work Location: Hybrid remote in Woodside, CA 94062