Administrative & Executive Support Specialist

SUMMARY

This role is essential to the success of MATTER, combining administrative excellence with mission-driven impact. The individual will support day-to-day operations across several functional areas, including executive support for the President, MATTERbox logistics and event execution, donation processing, and general office responsibilities. The ideal candidate is detail-oriented, proactive, and committed to a long-term role that contributes to MATTER's mission to help people launch projects that improve communities.

This position is best suited for someone who values stability, consistency, and purposeful work over career advancement aspirations. We are seeking a reliable, mission-aligned individual who thrives in a supportive role and is excited to be a steady presence on our team.

MAIN RESPONSIBILITIES

Executive Support for the President of U.S. Operations:

• Provide direct administrative support to the President of U.S. Operations, including scheduling meetings, preparing documents, and managing priorities


• Serve as a point of contact and liaison for internal and external stakeholders interacting with the President


• Ensure timely follow-ups, meeting recaps, and task delegation


• Maintain high confidentiality and professionalism in all interactions

Front Desk & Office Administration:

• Greet visitors and create a warm, welcoming front-of-house experience


• Manage incoming calls, messages, and general inbox emails professionally and promptly


• Manage and distribute incoming web forms, such as New Contact Form, MBX Employee Engagement Inquiry, and MATTERbox Community Partner Requests


• Maintain an organized and efficient office space and phone system


• Perform various office tasks and ad-hoc duties to enhance team efficiency

Donation Processing & Salesforce/Development Team Support

• Accurately process and record incoming donations and deposits in Salesforce, ensuring donor data integrity and timely acknowledgment


• Maintain organized and accessible donor and deposit records


• Prepare and distribute tax receipts and thank you letters in compliance with regulations


• Generate Salesforce reports as needed to support fundraising and development efforts


• Support the Development Team with administrative tasks, including appointment scheduling and coordination

MATTERbox (MBX) Administrative Support, Logistics & Event Coordination:

• Plan, schedule, and support the successful execution of MBX events, including the annual MBX Madness campaign and other seasonal or signature initiatives


• Book MBX-related meetings, track relevant details, and ensure timely follow-ups and task delegation


• Maintain and update the MBX events calendar to support internal coordination and planning


• Manage UPS and LTL shipping logistics for MBX, including generating quotes, tracking costs, and coordinating deliveries


• Communicate proactively with clients regarding shipping and event details, including sharing tracking information and addressing inquiries


• Prepare and distribute client communications such as thank-you notes and event follow-ups


• Serve as a consistent administrative partner to the MBX team, supporting both client-facing and operational functions


• Manage the distribution of Hope Kits to community partners, as well as related tracking


• Assist with tracking of key performance indicators


• Perform other duties as assigned

QUALIFICATION REQUIREMENTS

• Genuine enthusiasm for MATTER’s mission to help people launch projects that improve communities


• Associate degree or equivalent relevant experience preferred


• Excellent verbal and written communication skills


• Strong organizational abilities and meticulous attention to detail


• Proficient with Microsoft Office Suite, including Word, Excel, and Outlook


• Experience with Salesforce CRM is strongly preferred, though not required


• Proven ability to manage multiple projects and priorities simultaneously


• Comfortable managing an executive’s calendar, anticipating needs, and adjusting to shifting priorities with professionalism and discretion


• Demonstrates sound judgment, reliability, and a high level of confidentiality when working closely with executive leadership


• Self-motivated, proactive, and results-oriented with an entrepreneurial mindset


• Able to work independently with minimal supervision


• Willing and able to collaborate effectively with staff, volunteers, and external partners

ADDITIONAL INFO

• This is a full-time, exempt position with an average of 40 hours worked per week


• Compensation is $48,000 - $58,000 depending on experience and qualifications


• Benefits include paid time off, paid holidays, 401K plan, a generous health reimbursement arrangement (QSEHRA), and professional development stipend


• Job offers are contingent upon the successful completion of a background screening and personality assessment


• Regular, reliable attendance is an essential function of every job


• Some standing, walking, moving, climbing, carrying, bending, kneeling, crawling, reaching, handling, lifting, pushing, and pulling are required to perform the essential functions of this job


• The employee in this position is not authorized to operate motorized equipment or machinery


• This position requires regular in-office presence during business hours (Monday to Friday, 8:30 am - 4:30 pm) with occasional offsite events as needed


• MATTER reserves the right to revise the duties of this position at any time