Princeton in Asia
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Administrative Assistant
role at
Princeton in Asia
Princeton in Asia (PiA) is an independent non-profit organization affiliated with and located on campus at Princeton University in Princeton, New Jersey. PiA believes in the power of person-to-person diplomacy and works to foster mutual appreciation and cross-cultural understanding between the United States and Asia. Since 1898, we’ve placed over 3,400 people in immersive fellowships and internships in countries throughout Asia. The cross-cultural understanding developed through these posts actively and effectively builds bridges between the U.S. and Asia.
In our organization, we strive to create a community where people’s whole selves are supported and celebrated and to foster a culture of learning and growth. We seek creative, globally minded professionals who are committed to building bridges between the United States and Asia to join our team, which works from our offices at Princeton University in New Jersey, with options for remote work.
Position Overview The part-time Administrative Assistant will provide essential support to leadership to reduce their administrative workload and increase their capacity for strategic priorities. Key responsibilities include assisting with the month-end close process, coding and updating expenses in spend management and business finance programs and managing gift entry and acknowledgement letters in the donor database. The role will also handle a range of miscellaneous administrative tasks to keep operations running smoothly.
By managing these recurring functions, the Administrative Assistant will allow leadership to focus time and energy on organizational improvement and strategic priorities. This position requires strong attention to detail, reliability, and the ability to work independently in a small nonprofit environment. The ideal candidate is proactive, organized, and comfortable managing both financial and donor-related processes.
Compensation and Benefits This part-time, in-person position is based in Princeton, NJ, with a weekly commitment of 12–16 hours. Scheduling is flexible within regular business hours (Monday–Friday, 9 am–5 pm), subject to supervisor approval. The role offers $25 per hour. Although health and retirement benefits are not included, the position provides meaningful nonprofit experience in a collaborative, mission-driven setting.
Key Responsibilities
Donation management:
Record and track incoming donations via our deposit log and donor platform, maintain accurate donor records and database, and prepare either manual or automated acknowledgement letters (depending on type of donation) to ensure timely stewardship.
Expense coding:
Review and categorize expenses according to chart of accounts, update financial records, and support accurate reporting for organizational budgets.
Accounts payable:
Process invoices, schedule payments, and maintain up-to-date records of outgoing expenses.
Participant payments:
Prepare reimbursement forms and receipt forms for all grant payments, forward reimbursement requests to outsourced accounting and bookkeeping firm, and send payment receipts to each participant.
Month-end support:
Assist with month-end close procedures by organizing financial documentation, preparing deposit log, updating payroll allocations, ensuring proper coding and approving all transactions in expense platform, and submitting all documents to our accounting and bookkeeping firm.
Client-focused support:
Serve as a trusted resource for various stakeholders (i.e. donors, fellows, board members, staff), combining responsiveness with thoughtful, professional communication to support organizational goals and community satisfaction.
Administrative support:
Provide general office support, including opening mail, preparing check deposits, answering phone calls, and managing other routine tasks to keep daily operations running smoothly.
Key Qualities and Skills
Highly organized and detail-oriented : This person thrives in a dynamic, fast-paced environment, managing multiple priorities with efficiency. They are detail-oriented, ensuring that all aspects of donor engagement, from communications to data tracking, are executed to the highest standard.
General administrative support : Maintain organized systems and workflows to support overall office efficiency and smooth daily operations.
Donor-focused administrative skills : Ensure accurate and timely management of donor records, entries, and acknowledgements, supporting positive donor experiences and long-term engagement.
Tech-savvy : Proficient with donor management databases, MS Office Suite, Google Suite, and digital marketing tools.
Collaborative team player : While able to take the initiative and work independently, the ideal candidate values collaboration and enjoys working closely with others. They are comfortable in a small, mission-driven team and are eager to contribute to a supportive, inclusive workplace.
Transferable skills
such as project management, relationship building, and experience with data tracking or customer service will be valuable in this role.
Required Qualifications
Highly organized, detail-oriented, and able to manage multiple priorities independently.
Proven experience in office management or administrative support.
Exceptional communication and interpersonal skills for building strong relationships with donors, fellows, and alumni.
Hands-on experience with accounts payable and employee expense tracking systems.
Strong tech skills with the ability to quickly learn and adapt to new software.
Preferred Qualifications
Experience managing donor records and systems to support positive donor engagement.
Experience managing or supporting email marketing campaigns.
Strong project management and strategic thinking abilities.
Proficiency in MS Office, Google Suite, donor databases, social media, and digital marketing tools.
Our EEO Commitment Princeton in Asia is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, domestic partnership or civil union status, military service or veteran status, physical or mental disability, atypical hereditary cellular or blood trait, genetic information, or any other characteristic protected by applicable federal, state or local laws. Princeton in Asia’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.
Application Information Applications will be reviewed as they are received. Applicants are asked to submit a resume and cover letter addressing the job requirements. Candidates will be asked for professional references at the interview stage.
Please note that PiA is unable to provide visa sponsorship for this position. We are therefore unable to hire individuals who require, or will require, employment visa sponsorship now or in the future.
Seniority level Entry level
Employment type Part-time
Job function Administrative
Industry: International Affairs
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Administrative Assistant
role at
Princeton in Asia
Princeton in Asia (PiA) is an independent non-profit organization affiliated with and located on campus at Princeton University in Princeton, New Jersey. PiA believes in the power of person-to-person diplomacy and works to foster mutual appreciation and cross-cultural understanding between the United States and Asia. Since 1898, we’ve placed over 3,400 people in immersive fellowships and internships in countries throughout Asia. The cross-cultural understanding developed through these posts actively and effectively builds bridges between the U.S. and Asia.
In our organization, we strive to create a community where people’s whole selves are supported and celebrated and to foster a culture of learning and growth. We seek creative, globally minded professionals who are committed to building bridges between the United States and Asia to join our team, which works from our offices at Princeton University in New Jersey, with options for remote work.
Position Overview The part-time Administrative Assistant will provide essential support to leadership to reduce their administrative workload and increase their capacity for strategic priorities. Key responsibilities include assisting with the month-end close process, coding and updating expenses in spend management and business finance programs and managing gift entry and acknowledgement letters in the donor database. The role will also handle a range of miscellaneous administrative tasks to keep operations running smoothly.
By managing these recurring functions, the Administrative Assistant will allow leadership to focus time and energy on organizational improvement and strategic priorities. This position requires strong attention to detail, reliability, and the ability to work independently in a small nonprofit environment. The ideal candidate is proactive, organized, and comfortable managing both financial and donor-related processes.
Compensation and Benefits This part-time, in-person position is based in Princeton, NJ, with a weekly commitment of 12–16 hours. Scheduling is flexible within regular business hours (Monday–Friday, 9 am–5 pm), subject to supervisor approval. The role offers $25 per hour. Although health and retirement benefits are not included, the position provides meaningful nonprofit experience in a collaborative, mission-driven setting.
Key Responsibilities
Donation management:
Record and track incoming donations via our deposit log and donor platform, maintain accurate donor records and database, and prepare either manual or automated acknowledgement letters (depending on type of donation) to ensure timely stewardship.
Expense coding:
Review and categorize expenses according to chart of accounts, update financial records, and support accurate reporting for organizational budgets.
Accounts payable:
Process invoices, schedule payments, and maintain up-to-date records of outgoing expenses.
Participant payments:
Prepare reimbursement forms and receipt forms for all grant payments, forward reimbursement requests to outsourced accounting and bookkeeping firm, and send payment receipts to each participant.
Month-end support:
Assist with month-end close procedures by organizing financial documentation, preparing deposit log, updating payroll allocations, ensuring proper coding and approving all transactions in expense platform, and submitting all documents to our accounting and bookkeeping firm.
Client-focused support:
Serve as a trusted resource for various stakeholders (i.e. donors, fellows, board members, staff), combining responsiveness with thoughtful, professional communication to support organizational goals and community satisfaction.
Administrative support:
Provide general office support, including opening mail, preparing check deposits, answering phone calls, and managing other routine tasks to keep daily operations running smoothly.
Key Qualities and Skills
Highly organized and detail-oriented : This person thrives in a dynamic, fast-paced environment, managing multiple priorities with efficiency. They are detail-oriented, ensuring that all aspects of donor engagement, from communications to data tracking, are executed to the highest standard.
General administrative support : Maintain organized systems and workflows to support overall office efficiency and smooth daily operations.
Donor-focused administrative skills : Ensure accurate and timely management of donor records, entries, and acknowledgements, supporting positive donor experiences and long-term engagement.
Tech-savvy : Proficient with donor management databases, MS Office Suite, Google Suite, and digital marketing tools.
Collaborative team player : While able to take the initiative and work independently, the ideal candidate values collaboration and enjoys working closely with others. They are comfortable in a small, mission-driven team and are eager to contribute to a supportive, inclusive workplace.
Transferable skills
such as project management, relationship building, and experience with data tracking or customer service will be valuable in this role.
Required Qualifications
Highly organized, detail-oriented, and able to manage multiple priorities independently.
Proven experience in office management or administrative support.
Exceptional communication and interpersonal skills for building strong relationships with donors, fellows, and alumni.
Hands-on experience with accounts payable and employee expense tracking systems.
Strong tech skills with the ability to quickly learn and adapt to new software.
Preferred Qualifications
Experience managing donor records and systems to support positive donor engagement.
Experience managing or supporting email marketing campaigns.
Strong project management and strategic thinking abilities.
Proficiency in MS Office, Google Suite, donor databases, social media, and digital marketing tools.
Our EEO Commitment Princeton in Asia is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, domestic partnership or civil union status, military service or veteran status, physical or mental disability, atypical hereditary cellular or blood trait, genetic information, or any other characteristic protected by applicable federal, state or local laws. Princeton in Asia’s management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs and general treatment during employment.
Application Information Applications will be reviewed as they are received. Applicants are asked to submit a resume and cover letter addressing the job requirements. Candidates will be asked for professional references at the interview stage.
Please note that PiA is unable to provide visa sponsorship for this position. We are therefore unable to hire individuals who require, or will require, employment visa sponsorship now or in the future.
Seniority level Entry level
Employment type Part-time
Job function Administrative
Industry: International Affairs
#J-18808-Ljbffr