Administrative Assistant

Position Title:

Administrative Assistant

(Educational & Executive Support)

Supervisor/Manager:

CEO & EVP

Employment Classification:

Full-time, Non-Exempt

Date:

November 2025

Location:

Washington, DC

Salary:

$28.00/hr - $30.00/hr based on experience

POSITIONSUMMARY

The Lupus Foundation of America (LFA) is dedicated to improving the quality of life for all people affected by lupus through programs of research, education, and advocacy. We are seeking a highly organized and proactive Administrative Assistant to provide dual support across our Educational Programs team and the Executive/Operations functions. This role is designed for someone who enjoys variety, thrives on details, demonstrates strong organize skills, communicates updates clearly, and can balance priorities across multiple stakeholders.

The position is approximately 50% educational team support and material management and fulfillment and 50% executive and operations support. The ideal candidate will bring strong administrative skills, excellent communication, and a collaborative mindset to ensure both program delivery and organizational operations run smoothly.

KEYRESPONSIBILITIES

Educational Team Support & Material Fulfillment (50%)

• Coordinate and track fulfillment of educational program materials (digital and physical).
• Manage inventory of learning materials, supplies, and resources; ensure timely restocking and accurate recordkeeping.
• Assist with the preparation, formatting, and distribution of educational content (presentations, handouts, course packets).
• Provide logistical support for educational events, trainings, webinars, and workshops (e.g., scheduling, communications, participant materials).
• Serve as the first point of contact for routine inquiries received by phone, email and mail.
• Maintain accurate databases, lists, and records related to program participants, schedules, and deliverables.
• Serve as administrative support for the volunteer programs, ensuring accurate tracking of participation and assisting with communication, reporting, and recognition initiatives.
• Coordinate scheduling and logistics for committee meetings, interviews, and volunteer activities.

Executive & Operations Support (50%)

• Provide scheduling, calendar management, and travel coordination support for President & CEO.
• Serve as the primary point of contact for building management, ensuring timely resolution of maintenance requests, managing access (fob/key) distribution, overseeing office supply procurement, and maintaining a well-organized office environment. Assist in coordination of board meetings, staff meetings, and cross-departmental communications.
• Manage Executive invoices, expense reports, and vendor communications as appropriate.
• Track organizational deadlines, follow up on action items, and maintain strong internal communication channels.
• Other duties as assigned.

POSITION REQUIREMENTS

• 2+ years of experience in an office-based administrative or support role.
• A natural organizer who can juggle multiple projects at once.
• Clear communicator, both in writing and speaking.
• Comfortable with Microsoft Office, and open to learning new tools.
• Discreet, reliable, and able to handle sensitive information.
• Excited about supporting both our educational mission and our daily operations.
• Ability to work occasional non-standard hours, including evenings or weekends, to support events and educational programming (1–2 times per month).
• Ability to lift and move packages or boxes weighing up to 40 pounds as part of mailing and office support duties.

Working at Lupus

The Lupus Foundation of America prioritizes the health and well-being of its employees. The Foundation offers a highly competitive benefits package including medical, dental, vision and life insurance covered at 100% for the employee. We provide sick, vacation, and personal leave, and we follow the federal government for most holiday closures. Other benefits include Health Reimbursement Arrangement, Flexible Spending Accounts and an Employee Assistance Program.

Other Details

• Candidates who reside in the Washington, DC area will report in office at least twice a week.
• Must have a dedicated home office or workspace with reliable internet connectivity, ensuring the ability to perform job duties effectively and participate in virtual meetings without disruptions.
• Ability to interact with people of all ages and cultural backgrounds.
• LFA participates in E-Verify.
• Background checks are required.

Equal Opportunity Employer The Lupus Foundation of America is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and do not discriminate against any employee or applicant based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.

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