Administrative Assistant

Madison, WI
Contract to Hire - Full Time
First Shift


The QTI Group is seeking an Administrative Assistant to work in downtown Madison on a contract-to-hire basis. This full-time position will operate Monday through Friday from 9:00 AM to 5:30 PM with an anticipated start date of April 2. Pay will start at $16.00 per hour and could increase with experience. This position will serve as the main point of communication and coordination for the organization, including managing the database; scheduling meetings, building use, and student staff; greeting and aiding visitors; and performing general administrative work. The ideal candidate will be outgoing, positive, and detail-oriented. Prior relevant office experience, including creating communications, calendaring, and maintaining databases is highly preferred.

This role is with a nonprofit religious organization aligned with the local university. The environment is very warm and inviting with a small team of four to five people. Attire is casual (jeans are okay) and parking within a nearby ramp is included. If you are looking for a long-term opportunity with a dynamic group, apply today!


  • Manage, update, and maintain company database and mass e-mail system, including adding and tracking contacts and donations
  • Produce information for communications and organizational needs (such as mailing lists or summary reports) using database
  • Coordinate and send weekly e-mail newsletters
  • Cross-reference data yearly with related offices to ensure database is up-to-date
  • Coordinate preparation and mailing of donor receipts and thank you notes
  • Coordinate production, printing, and mailing of newsletters, annual reports, and other publications created and printed by outside communications and marketing teams/individuals
  • Assist with planning special events such as a volunteer recognition dinner, fundraising functions, or luncheons
  • Welcome visitors into the building and provide building hospitality (coffee, etc.); direct visitors to appropriate places
  • Respond appropriately to requests for room reservations and schedule building use per policy
  • Schedule and coordinate work of student staff
  • Maintain and publish current calendar information of activities and events
  • Assist with making monetary deposits for the organization
  • Act as main contact for maintenance, cleaning, and service requests and contractors; communicate and follow-up with property management company to ensure timely completion of repairs and cleaning needs
  • Coordinate and communicate with various vendors and contract services
  • Respond to telephone calls and e-mail inquiries
  • Prepare and print bulletins
  • Update bulletin boards and coordinate production of building signage as needed
  • Prepare and post weekly audio files online
  • Create and produce simple fliers, signs and other publications
  • Collect mail and distribute it appropriately
  • Perform routine office operations and administrative support as needed (filing, board mailings, purchasing office supplies, etc.)
  • Attend meetings, retreats, or other designated forums as needed
  • Other projects or assignments as assigned


  • Administrative assistant experience required
  • Excellent written and verbal communication skills
  • Experience in calendaring, correspondence creation, and database management highly preferred
  • Must be friendly, inviting, and outgoing
  • Should be professional and able to maintain confidentiality
  • Must be organized and detail-oriented
  • Ability to prioritize
  • Good data entry skills
  • Comfortable working in a religious-affiliated environment


We have a knack for matching talent with culture and culture with talent. It’s something that comes with open, honest communication—a skill we’ve honed through years of sharing knowledge and building connections within our communities. We do this because we believe the well-being of you and everyone else is more than professional. It’s personal.

Learn more about how we can help fulfill your needs.