Administrative Assistant

The Asian American Arts Alliance, Inc.; San Francisco (CA); Remote; USD 34,000 - 41,000; Part time

Job summary

Del Sol Performing Arts Organization in the San Francisco Bay Area is seeking an Administrative Assistant to support back-office functions, donor data administration, and calendar management. The role emphasizes organization, timely communication, and secure handling of sensitive information, with a focus on improving processes.

The position is 6 months, 20-25 hours per week, primarily remote, with occasional in-person meetings or events in the San Francisco Bay Area.

Qualifications

• 2-4 years of administrative experience, preferably in a nonprofit organization.
• Proficiency in Google Suite (Docs, Sheets, Calendar, Drive).
• Basic finance principles; experience with expense tracking or invoice processing is a plus.
• Familiarity with nonprofit operations, grant cycles, and compliance reporting preferred.

Responsibilities

• Maintain the donor database (Salesforce), including data entry, cleanup, reconciliation, migration and reports.
• Draft, proofread, and send donor communications, including appeal and thank you letters.
• Keep the public-facing performance calendar up to date and issue reminders for deadlines.
• Track and maintain organizational financial deadlines, grant reporting due dates, insurance renewals, bill payments, and compliance.
• Take clear meeting notes and ensure follow-up items are tracked and completed.
• File contracts, agreements and organizational records; ensure regular backups of files.
• Book lodging and rental cars for travel; gather receipts for expense reports.

Skills

Google Suite

Data entry

Calendar management

Communication skills

Discretion

Tools

Salesforce

VerticalResponse

Squarespace

Accounting software

Job description

The nonprofit Del Sol Performing Arts Organization (DSPAO) was formed in 2004 to increase the public’s awareness and understanding of contemporary chamber music and make this art form more accessible. We carry out this mission through the Del Sol Quartet’s concerts, commissioning of composers, educational programs and recordings. The Del Sol PAO supports the Quartet’s vision of bringing the voice of living artists to our diverse community and making contemporary chamber music a dynamic part of today’s culture.

POSITION OVERVIEW

The Administrative Assistant will perform a few critical back-office functions using existing tools, while DSPAO works to streamline and improve our processes. Responsibilities will include maintenance of donor databases, maintenance of organizational calendars, and general administrative tasks (expense reports, document filing, light travel bookings). The ideal candidate is a highly organized person and quick learner, who is also interested in how current methods need to evolve.

RESPONSIBILITIES

Donor data administration:

• -Maintain the donor database (Salesforce), including data entry (donors and donations), data cleanup, data reconciliation, data migration, and reports.
• -Draft, proofread, and send donor communications, including appeal and thank you letters as needed.

Calendars and task tracking:

• -Keep the public-facing performance calendar up to date on the Del Sol Quartet website.
• -Keep key dates accurate in the booking-to-performance worksheet, and issue reminders as needed for overdue or upcoming tasks.
• -Track and maintain a calendar of organizational financial deadlines, including grant reporting due dates, insurance renewals, bill payments, and compliance requirements, flagging upcoming items for others to review.

General administrative support:

• -Take clear and organized notes in meetings and ensure follow-up items are tracked and completed in a timely manner.
• -Maintain data required for grant reporting, such as audience sizes, and generate draft grant reports.
• -Book lodging and rental cars for travel.
• -Gather submitted receipts and create expense reports.
• -Organize and file documents for contracts, agreements, organizational records, and other key materials.
• -Ensure the backup of all organizational files occurs on a regular basis.

Requirements

QUALIFICATIONS

Knowledge and experience:

• -2-4 years of administrative experience required, preferably in a nonprofit organization.
• -Proficiency in Google Suite (Doc, Sheets, Calendar, Drive) required; experience with Salesforce, VerticalResponse, Squarespace, and basic accounting software a plus.
• Basic finance principles required; experience with expense tracking or invoice processing a plus.
• -Knowledge of nonprofit operations, including familiarity with grant cycles and compliance reporting, preferred.

Skills and abilities:

• -Organized, with attention to detail and the ability to track multiple deadlines simultaneously.
• -Strong written and verbal communication skills.
• -Proactive communicator who follows up / reminds others without being asked.
• -Strong note-taking, follow-through, and calendar maintenance skills.
• -Able to handle sensitive financial and organizational information with discretion and professionalism.
• -Comfortable working remotely most of the time.
• -Open to potential of continued engagement and growth within the organization as DSPAO’s processes and systems evolve.

COMPENSATION & SCHEDULE

• -Pay rate: $25-$30/hour, commensurate with experience.
• -Employment term: Anticipated to be a 6 month temporary position, November/December 2026 to May/June 2027.
• -Hours: Part-time, 20-25 hours per week.
• -Location: Primarily remote, with ability to attend in-person meetings/events in the San Francisco Bay Area. California residence required.

Del Sol Performing Arts Organization is an equal opportunity employer committed to building an inclusive work environment that reflects the diversity of the community we serve. Candidates of all backgrounds are encouraged to apply.