Administrative Assistant

Massachusetts 4-H Foundation

Job Description

Administrative Assistant, Massachusetts 4-H Foundation

Opportunity

The Massachusetts 4-H Foundation is seeking a detail‑oriented, organized, and flexible Administrative Assistant to support the day‑to‑day operations of a small, mission‑driven nonprofit organization. Reporting directly to the Executive Director, the Administrative Assistant plays a key role in ensuring smooth administrative, fundraising, and office operations.

This position is well‑suited for someone who enjoys keeping systems organized, managing details, supporting colleagues and volunteers, and contributing to meaningful work that benefits youth across Massachusetts. The role offers flexibility, variety, and the opportunity to be an integral member of a collaborative team.

Organizational Overview

The Massachusetts 4‑H Foundation is an independent nonprofit organization dedicated to generating and stewarding financial resources to support and expand Massachusetts 4‑H youth development programs. Established in 1955, the Foundation is a 501(c)(3) nonprofit organization governed by its own Board of Trustees and works in close partnership with the UMass Extension 4‑H Youth Development Program.

Headquartered in Framingham, Massachusetts, the Foundation operates with a small professional staff and an engaged volunteer board. The organization is financially stable, manages a significant endowment, and raises more than $200,000 annually to support 4‑H programs statewide. The Foundation’s work helps ensure that young people across the Commonwealth have access to high‑quality youth development opportunities.

About 4-H 

4‑H is one of the nation’s largest and most respected youth development organizations, reaching millions of young people across the United States. Founded in 1902, 4‑H is delivered through a nationwide network of public universities and emphasizes hands‑on, experiential learning—often described as “learning by doing.”

In Massachusetts, 4‑H serves thousands of youth ages 5–18 through clubs, school and community partnerships, and statewide programs. 4‑H programming spans a wide range of areas, including STEM, agriculture and animal science, leadership development, public speaking, and community engagement. With an increasing focus on reaching under‑resourced urban and rural communities, 4‑H works to help young people build confidence, curiosity, resilience, and skills for lifelong success.

----------------------------------------------------------------------------------------------------------------
DUTIES AND RESPONSIBILITIES:

  • Maintain DonorPerfect (CRM) database including but not limited to: enter donations, produce daily transaction logs as well as periodic reports for accounting and fundraising purposes, and generate thank you letters
  • Manage an evolving workload to ensure that data is entered accurately and communication to internal and external partners (donors, board members, community members, and vendors) is achieved promptly while maintaining confidentiality and using appropriate judgment 
  • Answer office email and phone calls; respond to direct requests for information and/or forward messages to appropriate staff or 4-H personnel
  • Receive, open, and distribute all incoming mail and coordinate outgoing mail
  • Maintain office equipment (e.g. printer, mail meter) and order supplies for the office 
  • Provide mailing lists and assistance for bulk mailings
  • Assist in planning events such as the Foundation’s Annual Meeting and Golf Tournament as well as special projects as needed
  • Provide meeting support as needed, including scheduling, preparing and collating materials, coordinating logistics and food, and taking minutes for select board and committee meetings.
  • Proofread and edit outgoing grants, e-blasts, and newsletters
  • Research donors, organizations, and businesses for potential outreach
  • Prepare and deliver bank deposits
  • Perform additional duties as assigned, contributing to a collaborative and positive team environment.

QUALIFICATIONS:

We believe that diverse perspectives strengthen our work and welcome applicants from a broad range of backgrounds, identities, and experiences.  Additionally, we recognize that candidates may not meet every qualification listed.  We value transferable skills and experiences gained across a wide range of professional, volunteer, academic, and lived contexts.  If you believe your experience, skills, and perspective would contribute meaningfully to this role and our mission, we encourage you to apply. 

  • Ability to reliably travel to the Foundation’s office (1661 Worcester Road in Framingham) during scheduled work hours. 
  • Willingness to challenge yourself and learn new and further develop existing skills
  • Prior administrative support experience
  • Proficiency in Microsoft Office (Word, Excel, Outlook); experience with Teams, SharePoint, and Copilot a plus
  • Experience with a CRM system preferred (DonorPerfect a plus)
  • Strong organizational skills with exceptional attention to detail
  • Excellent written communication, editing, and proofreading skills
  • Problem-solving and critical-thinking skills
  • Ability to prioritize, multitask, and work under pressure
  • Comfortable with numbers; basic math skills – basic accounting skills a bonus
  • Availability for periodic after-hours/evening events

BENEFITS:

  • Permanent part-time position (20 hours per week)
  • Possible hybrid – ability to occasionally work from home
  • Flexible schedule 
  • One week paid vacation
  • Five paid holidays
  • Hourly pay range: $20.00-$24.00 per hour, commensurate with experience and qualifications

PHYSICAL REQUIREMENTS / WORK ENVIRONMENT:

This role involves extended periods of sitting and working at a computer (provided by the Foundation), as well as occasional standing, walking, and lifting of light materials (up to approximately 20 pounds). Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

----------------------------------------------------------------------------------------------------------------
NEXT STEPS / HOW TO APPLY

To apply, please submit a resume and a cover letter describing your interest in the role and why your skills and experience make you a good fit for the Administrative Assistant position to jobs@mass4hfoundation.org.

The cover letter should be saved as a PDF and titled: “Last name – Administrative Assistant.”

Applications will be reviewed on a rolling basis until the right candidate is identified.

----------------------------------------------------------------------------------------------------------------
Equal Opportunity Employer

The Foundation values diversity and is committed to equal employment opportunity. We do not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, ancestry, disability, genetic information, marital status, veteran or military status, or any other characteristic protected by federal, state, or local law. We believe that a diverse workforce strengthens our organization and advances our mission.