Administrative and Business Assistant

Donna Lexa Art Centers; Waukesha (WI); On-site; USD 21,000 - 23,000; Part time

Job summary

Donna Lexa Art Centers seeks an Administrative and Business Assistant to support billing, bookkeeping, and general office operations at our Wisconsin location. You will handle invoices, donor communications, event logistics, reception duties, and data management, working with the Executive Director and fundraising team.

This part-time role offers 25–30 hours weekly, $15–$17/hour, training provided for QuickBooks and a collaborative nonprofit environment.

Qualifications

• Strong computer literacy with Word, Excel, and Outlook.
• QuickBooks experience preferred but not required; training provided.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication.
• Ability to work independently and in a team.
• Ability to engage respectfully with individuals from diverse backgrounds, including adults with disabilities.

Responsibilities

• Manage accounts receivable and payable; prepare invoices.
• Reconcile monthly bank statements and credit card transactions.
• Process donations and donor receipts.
• Office administration: reception, supplies, mail, and records.
• Support Executive Director and fundraising activities.
• Plan and assist with fundraising and events.
• Host at events and assist with attendee check-in.

Skills

Computer literacy

Microsoft Office

QuickBooks (pref)

Organization

Written & Verbal

Multitasking

Initiative

Diversity awareness

Tools

QuickBooks

Job description

Administrative and Business Assistant

Overall Responsibilities

Key Duties and Responsibilities

Billing and Bookkeeping

• Manage accounts receivable and payable using QuickBooks (training provided if needed)

• Prepare and send invoices for students and third-party payers, track payments and resolve discrepancies

• Reconcile monthly bank statements and credit card transactions

• Process donations and prepare donor receipts

• Manage event cash boxes and reconcile transactions

Office Administration

• Handle reception duties, including answering and directing phone calls and greeting visitors

• Maintain office supplies and vendor accounts

• Organize incoming and outgoing mail and routine correspondence

• Maintain electronic and paper files, including insurance, tax and certification records

• Compose routine correspondence, including donor thank-you letters and event communications

Support for the Executive Director

• Maintain donor records and assist with donor communications

• Provide administrative support for fundraising activities and special projects

• Assist with general organizational and administrative needs

Event Support

• Assist with planning and executing fundraising and other organizational events

• Support event setup, attendee check-in and other logistical needs

• Serve as a welcoming host for event participants

Qualifications

• Strong computer literacy, including familiarity with Microsoft Office (Word, Excel and Outlook)

• QuickBooks experience preferred but not required; training will be provided

• Strong organizational skills and attention to detail

• Strong written and verbal communication skills

• Ability to manage multiple tasks efficiently and work independently as well as part of a team

• Ability to take initiative, follow through on responsibilities and learn new tasks

• Ability to engage respectfully and effectively with individuals from diverse backgrounds, including adults with disabilities

Position Details

• Hours: 25–30 hours per week

• Compensation: $15–$17 per hour, based on experience

• Reports to: Executive Director

Donna Lexa Art Centers provides art-based services to adults with disabilities through our studios and community outreach. We are a small nonprofit organization with limited resources, where each team member plays an important role in keeping our operations running smoothly.

Optional Additional Hours:

Approximately 3 hours per week of cleaning may be available at $17/hour, should a candidate be interested. These hours are separate from and not required as part of the Business and Administrative Assistant position.