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Programs Administrative Assistant

4 months ago

Irvine, United States Free Wheelchair Mission Full time

Free Wheelchair Mission (FWM) is a humanitarian, faith-based, non-profit organization based in Irvine, California, USA. Our mission is to provide the transforming gift of mobility to people with a disability living in developing nations as motivated by Jesus Christ.


There are an estimated 80 million people around the world today in need of a wheelchair. We are focused and committed to being a leading provider of mobility in developing countries, but beyond placing a recipient in a wheelchair, we are bringing transformation that opens doors to education, employment opportunities, and community that these individuals only dreamed of before receiving the gift of mobility.


Free Wheelchair Mission is seeking a Programs Administrative Assistant who not only meets the requirements of the job but has an interest in being part of an organization that is making a significant difference in the lives of individuals in need throughout the world.

Job Summary:


This is a full-time, non-exempt position for a highly organized, detail-oriented professional with outstanding interpersonal skills and a strong sense of initiative. The Programs Administrative Assistant will be responsible for meeting the administrative needs of the Programs Team.


Responsibilities:


  • Manage the Programs Director’s calendar and task list (ex: schedule meetings, organize task list, research and organize travel plans, complete cost comparisons).
  • Assist the Programs Team in the management of email, mailings, letters, phone calls, internal communications, meeting minutes, meeting or event preparation, expense documentation, and monthly expense sheets.
  • Maintain programs records and files, including continuous maintenance of information in databases.
  • Liaise with Manufacturing, Marketing, Development, and Leadership teams to support the programs team with cross-departmental communication and file management.
  • Assist with the management of grant and marketing asset timelines.
  • Assist with stateside programs inventory and warehouse supplies.
  • Assist with developing and implementing a system to update, maintain, and track department policies & procedures within an online platform.
  • Provide administrative support such as data entry, working on and learning different project management or data storage platforms such as Smartsheet, SurveyMonkey and Salesforce.
  • Perform other administrative duties and tasks as assigned by direct supervisor.
  • Occasional evenings and weekends required.
  • Share the message of Free Wheelchair Mission and our vision.


Minimum Experience and Required Skills:


  • Minimum 1-year of experience in a comparable role as an Administrative Assistant.
  • Proactive individual with ability to plan ahead and manage multiple tasks with confidence and good follow through.
  • Excellent organizational skills with a commitment to accuracy and attention to detail.
  • Outstanding verbal, written, and email communication skills.
  • Excellent computer skills with proficiency in Microsoft Word, Outlook and Excel strongly preferred; experience with Smartsheet, and Salesforce database preferred.
  • Ability to achieve Salesforce Super User status within a year. (customer database management software)
  • Ability to learn and utilize project and task management systems to proficiency within a year.
  • Minimum 2 years of college preferred.
  • Strong interpersonal skills with ability to work well within a team.
  • Have and maintain an active driver’s license preferred.
  • Applicants must be currently authorized to work in the United States. No sponsorship is available for this position.


Physical Demands:


Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds.


All Free Wheelchair Mission employees who will engage in international travel may be required to have an up-to-date, complete COVID-19 vaccination if mandated by the country, the distribution partner, manufacturing sites to be visited or the CDC.


How to Apply:


Please send cover letter and resume addressing your experience in regard to the responsibilities and qualifications listed above to jobs@freewheelchairmission.org with Programs Administrative Assistant in the subject line.


No phone calls please.


Free Wheelchair Mission is an EQUAL OPPORTUNITY EMPLOYER. This position is employed “at will” by Free Wheelchair Mission.