Administrative Support

Every Superhero Needs a Sidekick

You have a lot to do and a limited amount of time, so it makes sense to outsource the routine stuff. Our team has extensive nonprofit and association administrative support experience and can jump right in to free up your time. Check out the list below and see what you’d like to get off your list and onto ours.

NOTE: This is a list of some of our common support areas and tasks but you can book a 30 minute chat to learn more about how we could support your specific needs. No pressure, no obligation.

We work with many different software programs including the following but we’re happy to learn new ones. We use what you have but are also able to recommend – and help you setup – platforms that will create some efficiencies for the organization.

Wild Apricot
Memberclicks
Mailchimp
Constant Contact
Smartsheets

Canva
Zapier
Box
Dropbox
Quickbooks

Microsoft Suite
Hubspot
Instrumental
Grantstation
DonorPerfect

Google Workspace
WordPress
Wix
Squarespace
Salesforce

Grant Management

Research grants
Assist with collecting materials and drafting submissions
Setup and maintain grant deadlines and submission tracking.
Assist with grant reporting

Classes and Continuing Education

Student registration, tuition, and general support
Assist instructors with syllabi distribution and class setup
Manage attendance, create and distribute CE certificates
Complete and maintain accreditation paperwork

Financial

Pay bills or track bill due reminders
Send invoices and receipts
Fill out expense reports and track reimbursements
Create invoices and post payments

Marketing and Website Updates

Create flyers, brochures, email newsletters, and more
Update event information
Setup online donations for ongoing use or specific campaigns
Setup email sign-up forms and landing pages

Event Management

Setup and monitor registrations
Create marketing materials and promote the event
Send post-event communications and materials
Assist with sponsor management
See our full Event Management Services options

Donors and Members

Setup and maintain membership tracking systems
Answer member questions and supply reports
Setup and maintain donor databases
Ensure donors receive acknowledgements
Assist with creating and implementing member benefits

Human Resources

Write and post job descriptions
Create onboarding processes
Update and maintain basic payroll and HR systems
Assist with compliance management

Board Support

Assemble and distribute meeting packets
Meeting scheduling and room reservations
Archive materials and support action items
Assist in onboarding new members

Regulatory Compliance

Maintain filing calendar
Submit filings such as state charitable registrations
Assist in filing 990 and audit preparation
Insurance review and renewals

Information Technology

Recommend and implement efficient software systems
Manage software subscriptions
Setup and maintain secure cloud storage
Manage email systems

Volunteer and Program Administration

Create efficient volunteer recruitment and onboarding systems
Schedule and track volunteer hours
Budget and data management
Create and manage program surveys and reporting

Facilities Management

Manage office space and/or on-site staff
Handle vendor contracts
Maintain equipment
Oversee daily office management

“Darcy and her team at Nonprofit Ops Pro are an incredible asset. Their work is always top notch and the diversity of knowledge brought to our organization is invaluable to our mission. Last but not least, it is a pleasure to work with such wonderful people!”
Jamie Swezey, Co-Founder : Footprint Project

Pricing and Value

Nonprofits rely on strong administrative systems — but many teams simply don’t have enough internal capacity to keep everything running smoothly. Nonprofit Ops Pro provides reliable administrative support through simple, flat-rate monthly packages. No hourly surprises, no confusing invoices — just consistent support your organization can depend on.

Flat-rate packages provide:

✔ predictable monthly budgeting
✔ reliable administrative capacity
✔ support without worrying about billable minutes
✔ consistent help when you need it

Choose the level of support that fits your team.

	Package A	Package B	Package C
Monthly Administrative Support	40 Hours	80 Hours	160 Hours
Monthly Investment	$2,600	$4,800	$8,800
Best For	Small nonprofits needing part-time admin help	Growing organizations with ongoing administrative needs	Organizations needing consistent, high-capacity administrative support
Administrative Task Support	✔	✔	✔
Operations Coordination	✔	✔	✔
Document & Process Management	✔	✔	✔
Event & Conference Planning	✔	✔	✔
Email & Task Coordination	✔	✔	✔
Board Support	✔	✔	✔
Nonprofit Best Practices Counsel	✔	✔	✔

Why Work with Us?

Your team gains an experienced administrative partner without the cost of hiring additional staff. We bring:

Over 20 years experience with nonprofits
Systems and process expertise so we’re not just doing the tasks, we’re working with you to increase efficiency
Short learning curve so we can get up to speed quickly with little or no training
Friendly, collaborative, teamwork-oriented assistance
No need to pay benefits for this independent contractor setup
Long term partnership so you have continuity throughout leadership changes and don’t have to rehire internal staff

How much is it costing your organization in time, efficiency, and lack of growth to handle these tasks in-house?

Frequently Asked Questions

Do we have a dedicated person on your team?

We work on a model where all team members support every client so we have coverage for any absences and exposure to your activities and people. We’re all part of your team and invested in your success. Our team members have extensive administrative experience supporting nonprofits and associations of all sizes and types.

What if we need someone onsite?

We’ve handled that in several ways for clients, all based on their needs. If you only have occasional onsite requirements then we can travel there as needed and you cover that additional expense. Sometimes an organization needs someone in the office anywhere from a few hours a week to a part time position so we have supervised that person’s work.

How do I send requests and communicate with the team?

We use an email from your organization as it allows all communications stay with your organization and it provides a point of contact for the whole team to use to receive requests. You also have full access to that email as we want complete transparency with our work. We’re here to support you.

Can we start with a trial period?

Absolutely. That’s a great way for both parties to learn how to work together. We can start with the 10 hours a week package and then expand as needed.

What if we don’t use all our hours in a week?

In our experience, nonprofit work can ebb and flow so what might be 8 hours one week could easily be 12 hours the next week. We view the arrangement as monthly or even yearly overall hours as your organization might have events or large projects during some months and not others which would push the weekly hours up but might have fewer hours the next month. We track all our time and those reports are available to you. If the hours are less than the minimum contracted for or significantly over the maximum over a period of time then we’ll just have a conversation and see what next steps would be.

How much time would someone need to supervise the work each week?

Certainly there’s a period a time at the beginning when we’re learning about the organization and getting onboarded that there’d be more time needed but after that it could be anything from a one hour check in meeting every week or two weeks to just a few emails with questions. We’re really experienced at this work so the supervision is really what you feel you need to do.

How do I know what you’re doing each week?

We’re happy to have check in meetings in whatever cadence you prefer otherwise we can provide monthly task reports from the time tracking software. Ideally things are just running well which is the best indication we’re doing the job. 🙂

When is the team available?

You’re welcome to email the team anytime. We generally work during business hours across US time zones – with the exception of evening board meetings, etc. – so that’s when you’ll get a response. We are not generally available by text or phone outside of business hours unless it is an actual emergency.

Can I talk to a current or former client about their experience?

We would love that! We’ll provide you with names and contact info of some of the amazing organizations we’ve worked with.

Do you have capacity to take on our organization?

We’d need to know the details but likely yes. We have great systems and we’re able to scale up as needed without much effort.

Ready for Reliable Administrative Support?

If your nonprofit or association needs organized systems, dependable administrative help,
and fewer things falling through the cracks, Nonprofit Ops Pro is here to help.

Schedule a Discovery Call