Executive Assistant / Operations Coordinator

Alliance Care Now 

Executive Assistant / Operations Coordinator 

POSITION DESCRIPTION 

Alliance Care Now (ACN) is a non-profit organization based in the Northern Virginia area that partners with like-minded individuals and organizations in the US, the Ethiopian community both in the US and in Ethiopia, as well as national leaders, government officials, NGOs and implementing partners in Ethiopia to address Ethiopia’s orphaned and vulnerable children crisis. ACN’s mission is to improve the lives of the more than 5 million orphans and vulnerable families in Ethiopia through advocacy, education, and the financial support of agencies and individuals addressing the crisis. 

Position:   Executive Assistant / Operations Coordinator

Reports to:  Chief Executive Officer

Location:  Fairfax, VA

Job Summary:   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.

RESPONSIBILITIES

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.

EMPLOYMENT STANDARDS & QUALIFICATIONS:

• 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 it’s 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.

ADDITIONAL POSITION INFORMATION

• 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.
• Travel: Occasional travel, international and domestic will be required.
• Type: W-2 Hourly position paid twice monthly. Hourly range: $25 - $28 per hour based on experience (breaks down to salary of $52,000 - $58,000 yearly).
• Benefits: PTO for federal holidays and vacation time, health insurance reimbursement. 
• Physical Requirements: Sitting regularly over 2/3 of day

Standing occasionally 1/3 of day

Talking/Hearing regularly over 2/3 of day

Reaching frequently 1/3 to 2/3 of day

Use of hands to finger, handle or feel frequently over 2/3 of day

Lifting occasionally up to 25 pounds

Working Conditions: Office/Indoor environment

This job description is not intended to be all-inclusive, and employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.

The company reserves the right to revise or change job duties and descriptions as the need arises.  This job description does not constitute a written or implied contract of employment.

Job description will need to be signed by employee upon acceptance of position.