Administrative Assistant

Administrative Assistant Organization:

Djerassi Resident Artists Program Location:

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