Office Assistant Job at Wesley Glen Ministries in Macon

Job Title: Office Assistant Reports to: Chief Development Officer

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Position Overview

The Office Assistant provides vital clerical and organizational support to Wesley Glen’s executive leadership team. This position ensures that records, communications, and daily office operations run smoothly across all departments. The ideal candidate is dependable, detail-oriented, and takes initiative to keep the organization organized and efficient.

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Key Responsibilities

Clerical & Administrative Support

· Answer, screen, and direct incoming phone calls with professionalism; take clear and timely messages for follow-up.

· Prepare, proofread, and distribute correspondence, reports, and meeting materials.

· Maintain digital and physical filing systems to ensure records are organized, accurate, and easily accessible.

· Track and log documentation, departmental expenses, approvals, and other updates from departments and external partners.

· Manage inventory of office supplies, mailing materials, and branded merchandise, including restocking and ordering as needed.

Data Entry & Record Management

· Enter and update data within organizational systems and spreadsheets.

· Conduct regular system checks and audits of records across all departments to ensure compliance and consistency.

· Monitor deadlines for renewals, required documentation, and record updates.

Operational & Event Support

· Assist in preparing for meetings, tours, and special events by ensuring materials, gifts, keys, spaces, and schedules are ready in advance.

· Keep administrative and common areas tidy and prepared for guests, meetings, and staff gatherings.

· Anticipate upcoming needs based on the organizational calendar and leadership schedules.

Communications & Errands

· Serve as a point of contact for both internal and external inquiries, maintaining professionalism and confidentiality.

· Coordinate the flow of correspondence between departments, leadership, and outside stakeholders.

· Deliver and retrieve documents, supplies, mail, or packages between Wesley Glen locations and other businesses when needed.

Additional Responsibilities

· Perform other duties as assigned to support the overall mission and daily operations of Wesley Glen.

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Qualifications

· High school diploma or equivalent required; some college coursework preferred.

· Strong organizational skills and attention to detail.

· Excellent written and verbal communication skills.

· Ability to lift up to 20 pounds and perform bending or reaching tasks as needed.

· Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort learning new systems.

· Ability to maintain confidentiality and handle sensitive information with professionalism.

· Valid driver’s license and reliable transportation for local errands or deliveries.