Administrative Assistant

Payton’s Path Foundation – Virtual Assistant Task List
1. Administrative Support
Maintain and update calendar of events, programs, and deadlines

Schedule meetings and send calendar invites

Organize and respond to general email inquiries

Maintain contact lists of donors, volunteers, and partners

Order supplies and track inventory of materials for events and outreach

Prepare and format reports, presentations, and internal documents

2. Communications & Outreach
Draft thank-you emails and follow-ups to donors, volunteers, and supporters

Manage social media content calendar and schedule posts (optional: coordinate with a marketing consultant)

Monitor inboxes and flag time-sensitive messages

Assist with writing and formatting newsletters and updates

Prepare donor acknowledgment letters and certificates of appreciation

3. Program Coordination
Help coordinate logistics for events and programs (e.g., location, transportation, materials)

Maintain participant rosters and attendance logs

Collect and organize waivers, permission slips, or forms

Send reminder messages to parents, students, and participants

Compile participant surveys and feedback forms after events

4. Fundraising & Grant Support
Research grant opportunities and track submission deadlines

Assist with donor database entry and updates

Maintain spreadsheet of donations, in-kind services, and funding received

Send out periodic fundraising appeals or email campaigns

Schedule calls/meetings with potential sponsors, donors, or partners

5. Financial & Recordkeeping
Track and file receipts, invoices, and expense reports

Assist with preparing monthly financial summaries

Maintain list of in-kind and cash contributions

Help monitor grant compliance and reporting deadlines

6. Project & Data Management
Maintain the calendar of events (programs, milestones, anniversaries)

Support development of surveys or impact reports

Keep digital folders organized and backed up (Google Drive, Dropbox, etc.)

Help transcribe notes or brainstorms fro ---------- etings

7. Special Projects
Coordinate travel and accommodations for program participants or staff (if needed)

Assist with preparation for speaking engagements or panels

Manage registration and logistics for conferences or outreach events

Assist in preparing marketing collateral for specific programs (e.g., Sneaker Ball, Prom Promise, Entrepreneur Program)