Administrative Assistant - Remote, Full Time

Position Overview:
The Administrative Assistant plays a key role in supporting the day-to-day administrative operations of Camp Kahquah. This position is responsible for managing camper registrations, coordinating communications with families and guests, and providing organizational support across camp programs.
Working closely with the Executive Directors and staff team, the Administrative Assistant helps ensure a smooth, welcoming, and well-organized experience for campers, families, and retreat guests.
Compensation & Work Schedule
This is a salaried position averaging approximately 20 hours per week annually
September – June: Approximately 16 hours per week, primarily remote
July & August: Full-time hours required, with work performed on-site at Camp Kahquah
Work Location:
Remote (September – June)
On-site (July & August)
Additional Requirements:
Availability for occasional on-site weekends throughout the year, as required
Salary TBD based on experience
Key Responsibilities:
Office Administration & Communication
Manage general office operations, including phone calls, emails, and guest inquiries
Prepare and distribute communications, including newsletters and emails to campers, families, and retreat guests
Support preparation of mailings (e.g., camper Christmas cards) and organize camper mail distribution
Create and print materials such as schedules, signage, and reports
Registration & Camp Systems
Provide administrative support for registrations (Kids Camp, Family Camp, retreats, and rentals)
Follow up with “in-progress” applications to assist with completion
Process payments and maintain accurate records through CampBrain
Manage bussing schedules and participant lists
Oversee staff and volunteer documentation within CampBrain
Administer Staff Support Program paperwork and processes
Customer Service & Guest Experience
Serve as the first point of contact by welcoming guests and responding to inquiries
Provide clear, timely, and helpful communication to campers and families
Prepare and maintain weekly allergy lists for campers and staff with life-threatening allergies
Program & Staff Support
Provide administrative support to Program Leaders and staff
Collaborate with departments to supply materials and resources (e.g., printing, signage, schedules)
Assist with general administrative needs across camp operations
Donor & Financial Support
Prepare donor thank-you correspondence as needed
Assist the Tuck Shop Manager with balancing accounts during Kids Camp and Family Camp
Other Duties
~ Carry out additional administrative tasks as assigned by the Executive Directors

Relationships:
The Administrative Assistant reports directly to the Executive Directors and collaborates with:
Kids Camp & Retreats Coordinator
Program Coordinator
Program Directors
Family Camp Coordinator
Tuck Shop Manager
Head Cook
Facilities Manager
Tools & Systems:
Platforms: CampBrain, Canva, Google Workspace, Square, Camp App, Mailchimp, Planning Center
Equipment: Computer and standard office equipment
Qualifications:
Previous experience in office administration or a similar role preferred
Proficiency in Google Workspace
Strong organizational and communication skills
Willingness to learn new systems and software
Requirements:
Alignment with the mission and ministry of Camp Kahquah
High attention to detail and strong organizational skills
Basic mathematical and data entry accuracy
Ability to work independently and take initiative
Strong interpersonal and customer service skills
Ability to work collaboratively in a fast-paced, dynamic environment
Interest in developing communication skills, including social media and digital content
Willingness to learn and adapt to new tools and processes