Administrative Assistant (Part Time)

Job Title
Administrative Assistant (Part Time)
Job Order ID
Begin Date
Temp to Direct Hire
Part Time
Work Hybrid
Jacksonville,  FL 32258
Other Location
As Administrative Assistant, this individual will work closely with the Firehouse Subs Public Safety Foundation team to help in the areas of grant review, grant-making and fundraising as well as general administrative tasks. As the Foundation continues to grow, this individual will assist the team in various projects.

Part-Time, 9 AM – 1 PM Monday through Friday
Monday and Friday work from home (optional), Tuesday, Wednesday and Thursday mandatory in-office days

Essential duties:

Donor Acknowledgment and Stewardship
  • Review deposits and draft all donor thank you letters on a weekly basis and print/mail out upon approval
    • Manage and track all campaign thank you's
  • Track all tribute donations and prepare/mail tribute cards
  • Email new restaurants a congratulatory message with the latest Public Safety Post
  • Email happy birthday & anniversary messages to all headquarters employees
Grant Review and Board Meeting Support
  • Review quarterly grant requests received (responsible for reviewing at least 30% of all requests in detail, providing notes and status updates)
  • Answer grant applicant email inquiries
  • Add year to date fundraising numbers, nearest restaurant addresses and restaurant names & numbers to the recommended grants spreadsheet in preparation for quarterly board meetings
  • Order lunch for board meetings and prepare with setup/cleanup
  • Print and organize board packet documents in preparation for quarterly board meeting
Grant Award Assistance
  • Assist procurement manager by handling the following tasks after quarterly board meeting:
    • Save approved grant applications and print/video releases into the corresponding folders
Marketing Support
  • Prepare Community Impact Map spreadsheet on a quarterly basis for website updates
  • Log details of recent rescues in the lifesaving story spreadsheet
  • Log impactful quotes and testimonials
Accounting & compliance
  • Check in on marketing inventory weekly (Station Tools)
  • File state registrations
  • File all thank you letters received from benefiting organizations
  • Add donor accounts (constituents) and new employees to eTapestry with contact and classification information
  • Enter donations into eTapestry donor database as needed
Team support
  • Request office supply needs from team and order via Amazon Business
  • Organize on-site supplies and keep inventory stocked
  • Assist Foundation team with day to day responsibilities as needed
  • Send decals and stickers to granted organizations upon request
  • Help plan team birthday and anniversary cards & lunches
  • Assist with special events & fundraising campaigns
Required Skills

Donor Acknowledgment and Stewardship
Grant Review and Board Meeting Support
Grant Award Assistance
Marketing Support
Accounting and Compliance
Team support

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