Office Support Specialist

2 weeks ago

Alexandria, Virginia, United States Creative Financial Staffing Full time

About the Organization & Opportunity:

  • Our client is a well-established nonprofit organization with a legacy dating back to the 1970s.
  • This role offers the chance to contribute to a healthcare-focused mission within a collaborative team environment.
  • Employees commend the organization for its work-life balance and opportunities for career advancement.
  • Flexible work arrangement with a hybrid schedule (2-3 days per week in the office).

Position Overview: Administrative Assistant

Key Responsibilities:

  • The Administrative Assistant will report directly to the Vice President of Education & Events and the Director of Events, providing essential administrative support, including managing inquiries (via phone and online) related to donations, events, and programs, as well as updating website content.
  • The role involves processing donations using NetForum.
  • The Administrative Assistant will be tasked with preparing donor acknowledgment letters (created in Word, printed, and mailed).
  • The position requires email management, including monitoring assigned inboxes, responding to member and non-member inquiries, and providing necessary information or referrals within a 24-hour timeframe.
  • Collaboration is key, as the Administrative Assistant will assist in maintaining timelines and team tasks to ensure deadlines are met.
  • The organization hosts a conference in September, and the Administrative Assistant may be required to travel to support the event, with all related expenses covered by the organization (excluding personal incidentals).

Weekly Responsibilities Include:

  • Regularly generating data reports and tracking donor activities to share with the Vice President of Education and Events.
  • Supporting gala tracking and fulfillment efforts.
  • Assisting a third-party event planner by coordinating bi-weekly meetings, organizing file sharing, and maintaining meeting agendas.
  • Aiding in the logistics, planning, and execution of the organization’s events.
  • Providing administrative support for the organization’s Speakers Bureau.

Qualifications:

  • 1-2+ years of experience in an administrative role.
  • Proficiency in Microsoft Office Suite, particularly Word (Mail Merge experience preferred) and basic Excel skills. Familiarity with Microsoft Planner is a plus.
  • Experience in the nonprofit sector is advantageous but not mandatory.
  • Prior experience in meeting or event coordination is beneficial, along with a genuine interest in these areas.
  • A Bachelor’s degree is preferred.

Ideal Candidate Profile:

  • Ability to excel in a collaborative, team-oriented setting.
  • Exceptional attention to detail.
  • Strong time management capabilities.
  • Presence in meetings without distractions or multitasking.
  • Highly organized with excellent written, verbal, and interpersonal communication skills.
  • A keen interest in event planning and supporting a nonprofit organization with a healthcare mission.

Qualified candidates are encouraged to submit their resumes for consideration for this exciting opportunity.

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