Join Our Team!

Genesis Spiritual Life & Conference Center is seeking a friendly, organized, and detail-oriented Part-Time Administrative Assistant (24 hours/week) to support our programs, guests, and daily operations. This role is ideal for someone who enjoys working with people, managing administrative tasks, and contributing to a welcoming, mission-driven environment. If you are a strong communicator, enjoy collaborating with others, and want to be part of a community committed to hospitality and spiritual growth, we encourage you to apply.

Job Title: Administrative Assistant
Status: Part-Time, Hourly
Anticipated Hours: 24 hours per week
Reports to: Executive Director

Organization Overview:
Genesis Spiritual Life & Conference Center is a retreat center in Western Massachusetts that welcomes people of all backgrounds for programs, retreats, and events. As a growing organization, we are seeking a detail-oriented and personable Administrative Assistant to help support our daily operations and mission of hospitality. 

Position Summary:
Working closely with the Executive Director, Program Director, and Logistics Manager, the Administrative Assistant provides administrative, customer service, database, and event support to help ensure the efficient operation of Genesis. This role serves as a key point of contact for guests, program participants, donors, volunteers, and community partners.

Key Responsibilities:

Office Administration

• Answer, direct, and respond to phone calls, emails, and general inquiries.
• Prepare correspondence, reports, spreadsheets, invoices, receipts, and other documents as needed.
• Maintain organized filing systems, office records, and databases.
• Order and manage office supplies and coordinate maintenance of office equipment.
• Sort and distribute mail.
• Take meeting minutes and provide administrative follow-up as needed.
• Process credit card payments and maintain confidentiality of financial information.
• Keep forms, rate sheets, and office materials current and accessible.
• Process and record financial donations.
• Collaborate with staff to improve administrative systems and support organizational goals.

Database & Records Management

• Maintain accurate records in Retreat Guru and other database systems.
• Update and manage lists for donors, volunteers, guests, and program participants.
• File and organize documentation for future reference.
• Generate reports and assist with data management as needed.

Program & Retreat Support

• Process registrations for programs and retreats through phone, mail, email, and online systems.
• Process participant payments and assist with account reconciliation.
• Follow up regarding outstanding balances.
• Prepare registration and check-in materials.
• Welcome and orient guests when needed, including occasional evenings or weekends.
• Provide administrative and technical support for in-person and Zoom programs.

Event & Fundraising Support

Assist with planning and administration of special events, including fundraising events, board meetings, and community gatherings. Coordinate mailings, sponsorship outreach, donor communications, and event materials. Track responses and maintain event records in Retreat Guru. Prepare acknowledgment and thank-you letters. Assist with event setup, cleanup, logistics, and post-event follow-up. Participate in event debriefs and maintain records for future planning.

Other Responsibilities

• Provide guest support and office coverage as needed.
• Attend staff and planning meetings.
• Perform other duties as assigned in support of Genesis’ mission.

Qualifications:

The ideal candidate will be:

• Friendly, professional, and customer-service oriented.
• Highly organized with strong attention to detail.
• An effective writer and communicator.
• Proficient in Microsoft Office (Word, Excel, Outlook) and Zoom.
• Comfortable learning and managing databases, including Retreat Guru.
• Able to maintain confidentiality and professional boundaries.
• Skilled at managing multiple priorities and meeting deadlines.
• A collaborative team member with strong time-management skills.
• Respectful of diverse backgrounds and comfortable working in a faith-based environment.
• Flexible and willing to adjust schedules occasionally to support programs, retreats, and special events, including some evenings and weekends.

Why Join Genesis?

This position offers the opportunity to contribute to a welcoming retreat center dedicated to hospitality, spiritual growth, and community. The Administrative Assistant plays an important role in supporting the people, programs, and events that advance Genesis’ mission.