We are looking for a responsible and dedicated Executive Assistant / Operations Coordinator to support Alliance Care Now and the Chief Executive Officer, perform a variety of day-to-day operations including administrative, coordination, and communication tasks. Responsible for overseeing critical and time-sensitive projects simultaneously while promoting and protecting ACN’s mission and purpose. The ideal candidate will be a motivated self-starter with the ability to handle multiple tasks at once in a fast-paced environment. A priority for this position is supporting ACN’s fundraising efforts as we are a nonprofit organization that relies on the support of various donors to fulfill our mission.
Administrative:
-
Serves as the Executive Assistant to the CEO and the primary point of contact for the nonprofit.
-
Provides administrative support performing routine and project-based administrative duties with oral and written guidance.
-
Facilitate daily office operations (such as scheduling/coordinating meetings and managing office calendar) without conflict of meeting times on varied platforms.
-
Attend meetings, take notes and upload them into shared drive and distribute to others as necessary, and follow up on tasks identified during meetings.
-
Review incoming and outgoing correspondences.
-
Help respond to inquiry emails and phone calls, as directed.
-
Make phone calls on behalf of the organization to volunteers, donors, partners, and other entities as needed.
-
Edit documents and presentations for final approval.
-
Manage confidential information.
-
Responsible for maintaining ACN’s database with high level of organization of files, materials, data, graphics, etc.
-
Assist the CEO with executive level projects.
-
Run errands for the organization and assist in other areas as needed.
Coordination & Travel:
-
Coordinate travel logistics and itineraries for domestic and international travel.
-
Assist in planning, coordinating and helping at special events, including annual Christmas Gala, annual 5K run, house party fundraising events, etc.
-
Travel internationally and domestically as needed (1-2 Ethiopia trips per year possibly and various conferences and events).
-
Attend conferences and man nonprofit booths as needed.
Communications:
-
Work alongside and assist in providing content to all contractors including graphic designers, bookkeepers, CPA firm, HR firm, grant writers, copywriters, etc.
-
Communicate and serve as the point person with contractors and vendors.
-
Troubleshooting and addressing issues in communication with leadership team.
-
Communicate with donors as needed.
-
Communicate with board of directors and assist with creation of documents and other materials for regular board meetings.
-
Provide leadership, oversight and encouragement to all volunteers involved in the various areas associated with the nonprofit.
-
Serve as the main point of communication with our Ethiopian team on the field.
-
Responsible for daily, monthly and annual communications for the organization which includes thank you letters to donors, newsletters, social media / website updates, email blasts, annual reports, and more.
Fundraising & Development:
-
Assist the CEO with various Fundraising and Development activities.
-
Assist the CEO, the board of directors, grant writers and fundraising committee with fundraising matters as needed.
-
Responsible for assisting grant writers, fundraisers and other contractors in researching, reaching out and following up with potential corporate and individual sponsors, donors, and matching grants.
-
Assist grant writers with gathering content needed for grant proposals.
-
Other Fundraising and Development areas as needed.
-
Minimum 2 years proven administrative or other related experience in a work or volunteer capacity.
-
College graduate with associate degree or higher preferred.
-
Motivated with passion for the cause of orphans and vulnerable children.
-
Team player and willing to wear many hats as we are a small nonprofit with a lot of moving parts.
-
Personal qualities of integrity, credibility, and commitment to the non-profit’s mission and its CEO.
-
Results-oriented – driven, motivated, and extremely focused.
-
Problem-solver – self-starter, initiator, with excellent follow through.
-
Proficient in Word, Excel, PowerPoint, and other software tools to track project progress.
-
Experience with social media including Facebook and Instagram.
-
Excellent time management skills and the ability to prioritize work.
-
Attention to detail and problem-solving skills.
-
High ability to handle multiple tasks at once.
-
Flexibility and ability to quickly adapt to change is a must.
-
Excellent written and verbal communication skills.
-
Must be comfortable communicating with volunteers, donors, board members, partners and others by phone, email and text.
-
Strong organizational skills with the ability to multitask.
-
Strong leadership qualities.
-
Knowledge of office management systems and procedures.
-
A combination of training, experience, and education that is equivalent to the employment standard listed above and that provides the required knowledge and abilities.
-
Job Title: Executive Assistant / Operations Coordinator
-
Type of Position: Full-Time, Hourly
-
Working Hours: 40 hours per week.
-
Shift: 9am to 5pm Monday through Friday with occasional evenings and weekends.
-
Location: This position requires candidate to work from our nonprofit office in Fairfax, Virginia. Exceptions can be made occasionally with prior approval from leadership.
-
Travel: Occasional travel, international and domestic will be required.
-
Type: W-2 Hourly position paid twice monthly. Rate based on experience.
-
Benefits: PTO for federal holidays and vacation time.