ADMINISTRATIVE ASSISTANT

 

Every Mother Counts is a non-profit organization dedicated to making pregnancy and childbirth safe for every mother. We inform, engage, and mobilize new audiences to take actions and raise funds that support maternal health programs around the world. This position will work out of our NY location, under the supervision of the Executive Director.

The individual in the role of Administrative Assistant will manage the operational requirements of our office in New York, NY. This is an exciting and varied role requiring strong organizational skills, an attention to detail and a can-do attitude. The successful candidate should have proven administration/operations experience.

 

PRINCIPAL DUTIES AND RESPONSIBILITIES

  • Administrative Assistant Tasks
    • Management of vendor relationships, contractors and facilities
    • Opening and organizing mail
    • Inputting gifts into Salesforce
    • Answering phones and directing calls appropriately
    • Office supply management: Inventory & ordering supplies
    • Assist in preparations for staff retreats
    • Liaising with IT vendors to ensure staff are fully supported
    • Developing and managing electronic and hard copy systems for office
    • Assembling briefing books for board meetings and domestic and international trips
    • Maintaining the email list on mail chimp
    • Preparing travel arrangements, itineraries, visas, and provide other support for trips
    • Assisting team of 7-8 different people
  • Preparing and issuing mailings: daily mail, thank yous, receipts, year-end appeal
  • Scheduling
    • Founder and Executive Director’s calendars
    • Team meetings and retreats
  • Assisting with finance management
    • Assisting with paying bills, receiving and organizing invoices, submitting invoices for payment and sending them out to vendors
    • Assisting the management of reimbursement payments to employees
    • Assisting with data entry, coding, invoices, processing expenses/reimbursements
    • Preparing deposits and inputting into Quickbooks and Salesforce
    • Assisting with reconciling Every Mother Counts credit cards
    • Managing bank and online donor reconciliations
    • Providing coding and backup for all wires, deposits, debit or credit into account and recording in Quickbooks
    • Assisting with cost analysis and reporting

 

OTHER JOB RESPONSIBILITES

  • Community and Donor management
    • Managing inquiries that come through the info@everymothercounts.org email account and directing to appropriate department
    • Inputting donors’ contributions, contact information, and other information
    • Ensuring the integrity of information and confidentiality
    • Working with the Running Program Director to clarify information about runners, including their donations, managing corporate matches, and connecting via Salesforce their running goals to the donors who support them
    • Assisting with researching & profiling supporters and potential donors
    • Using the database to pull reports, as needed

 

SPECIFIC TYPES OF KNOWLEDGE, SKILL & EXPERIENCE REQUIRED (candidates should demonstrate how their experience meets these in their cover letter):

  • Minimum 1 year in an office environment, as full time employee or intern, preferably in a non-profit setting
  • Experience in office management/administration
  • Experience with or interest and willingness to learn electronic financial system, payroll and benefits systems, financial record keeping and working to a budget
  • Highly computer literate in all Microsoft office applications (e.g. Word, Outlook, Excel,
    Powerpoint, Access) and experience with general office IT applications (hardware and software)
  • Experience and comfort with using databases. Salesforce experience preferred
  • Excellent organizational skills with strong attention to detail; proven ability to juggle
    multiple projects at once
  • Collaborative, ability to work well in team environment
  • Excellent judgment and sensitivity
  • Ability to develop specific goals, prioritize, organize, and accomplish those goals
  • Entrepreneurial spirit; does not mind unstructured and sometimes unpredictable
    environments
  • Preference for collaboration, with a proven success working with others
  • Flexible, resourceful and innovative
  • Passionate about the mission of Every Mother Counts

APPLY