Administrative Assistant

2 weeks ago

Oakland California, United States AIDS Healthcare Foundation Full time
WHO WE ARE:
Amazing opportunity at WORLD

 

Does the idea of doing something that really makes a difference in people’s lives while being well-compensated intrigue you? Are you looking to work for an organization that encourages growth and success from each and every one of its employees?

 

If so, WORLD is the place for you

 

Women Organized to Respond to Life-threatening Diseases (WORLD), an affiliate of AIDS Healthcare Foundation, is a diverse organization for, by, and about women living with, and at risk for, HIV/AIDS. WORLD improves the lives and health of women, girls, families and communities affected by HIV through peer-based education, wellness services, advocacy, and leadership development. We envision a world where women, girls, and families affected by HIV and AIDS have the tools, support and knowledge to live healthy and productive lives with dignity. Our vision is rooted in a commitment to human rights and wellness with the understanding that this includes freedom from violence; access to housing; quality healthcare; food security; physical, spiritual and emotional wellbeing; education and economic justice.

YOUR CONTRIBUTION TO OUR SUCCESS:
The Administrative Assistant and Social Media Coordinator is responsible for leading, implementing and integrating the Mission and Core Values of WORLD as well as AHF’s Management Philosophy in the leadership of the programs within and outside WORLD and AIDS Healthcare Foundation.

 

Oversees and performs front office duties as necessary and recruits volunteers to perform front office assistant duties including: incoming phone calls, refers calls to appropriate WORLD staff or other organizations, screens visitors who wish to access the office and greets, directs, and monitor visitors, volunteers, and clients who have appointments with staff.

Maintain order and tidiness of the front desk and adjoining area.

Maintains the calendar of the Executive Director.

Opens and distributes mail, maintains postage and supplies, coordinates courier services (Federal Express, UPS) and supplies and distributes faxes.

Makes photocopies for upcoming staff and board meetings.

Maintains and updates appointment calendars for conference room and shared office spaces.

Maintains clean-up for the conference room, living room, and other areas as needed.

Maintains WORLD electronic organizational calendar.

Places orders, receives and maintains office, conference rooms and kitchen supplies as needed and/or requested by management.

Fills out paperwork from other agencies to keep an updates resource manual and distributes this information to staff and clients regularly.

Recruits and manages volunteers to assist with projects throughout the year.

Orders and maintains bulk inventory of WORLD organizational materials for distribution.

Maintains and inventory of materials needs for community events including (tablecloth, large posters, banners etc.).

Updates social media platforms regarding upcoming events and announcements.

Posts WORLD and AHF information on social media on a weekly basis.

Assists with evaluation data entry as needed.

Assists with administrative tasks for programs as needed.

Designs and creates visual content for all social media accounts to consistently promote upcoming events, announcements, and educational materials.

Designs flyers for events and coordinates print production

Develops and executes email blast campaigns to promote organizational events, highlight awareness days, and share educational content.

Drafts newsletter content, imports content, and schedules newsletters.

Creates and updates website content, ensuring accurate and timely information delivery.

Attends events and produces live social media content.

Builds and maintains a social media calendar.

Uses analytics to track the performance of campaigns.

Collaborates with the Executive Director to develop marketing presentations for AHF Marketing Calls

 

Participation in Meetings/Committees

Attends meetings as assigned and/or requested by supervisor.

 

Supervisory Responsibilities

This job has not supervisory responsibilities.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skills, and/or abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Education and/or Experience

 

High school degree or equivalent; first hand knowledge related to HIV/AIDS issues is a plus.  Knowledge of harm reduction, healthy coping, and steps for networking with providers preferred. Bachelor degree preferred.

 

Computer/Software Skills & Abilities

To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, Outlook, Power Point and Adobe Acrobat Reader. Also experience working with social media platforms.

 

Language Skills

Ability to effectively communicate with clients, medical professionals, paraprofessionals, and coworkers.  Bilingual Spanish/English a plus.

 

Other Skills & Abilities/Qualifications

Sensitivity to issues surrounding HIV and AIDS.

Ability to work as a team player.

Strong attention to detail.

Excellent interpersonal skills.

Able to work independently and follow established protocols.

Ability to work with diverse populations.

Sensitivity to multi-cultural and lifestyle issues.

Strong organizational/prioritizing skills in a rapidly changing environment.

Knowledge of harm reduction, health coping, and steps for networking with providers preferred.

 

Certificates, Licenses and Registrations

Valid California Driver's License.

Proof of liability insurance.

 

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

AHF Commitment:
We at WORLD/AIDS Healthcare Foundation believe that each individual is entitled to equal employment opportunities without regard to race, color, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status or disability.  The right of equal employment opportunity extends to recruiting, hiring selection, transfer, promotion, training and all other conditions of employment.

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