Overview

“We will go wherever we are needed and do whatever comes to hand.”

- Ballington & Maud Booth, Founders

Volunteers of America (VOA) is a faith-based, nationwide nonprofit organization dedicated to helping those in need rebuild their lives and reach their full potential. The VOA network includes more than 16,000 full-time professionals empowering 1.5 million people annually through our 29 affiliates in 46 states. We provide hundreds of service programs, including those for seniors and people with disabilities, those experiencing homelessness, and those recovering from addiction. VOA is one of the nation’s most comprehensive human services charities, offering programs for communities, individuals and families.

VOA is seeking an Administrative Assistant to support our departments for Operations and Affiliate Relations. The person in this role will be a dedicated, organized self-starter that is able to expertly manage multiple concurrent projects and deadlines. The selected candidate will have keen attention to detail, experience in data management, will be able to be a forward thinker that is not afraid of outside-of-the-box thinking, maintain a professional demeanor and above all else, an ability to laugh in the face of calamity. 

This position is a full-time role (up to 40-hours per week) and is fully On-Site

Key Elements:

The person in this role will...

Develop positive and supportive relationship at all levels of the organization Provide multi-faceted administrative support and assistance to multiple departments under the Operations group Handle a wide range of administrative and support tasks and independently
initiate processes to manage projects, information and people Conduct research and information gathering and prepare summaries, charts, presentations,
communications and reports Manage projects that implement strategic pillars and facilitate and support effective functioning
of Organizational Learning, Affiliate CEOs, Governance and National Board of Directors and its Committees

Primary Responsibilities: 

Manages Special Projects Related to the Strategic Initiatives of Volunteers of America, Inc.

Provide program management support for the Affiliate Relations Department, including, but not
limited to:

Coordination of logistics and materials for in-person and virtual meetings Coordination of logistics of the State of Affiliates Board Report Management of Directories (C-Suite, National Board, CEO, CFO) Management of assistance with Program Services Data Support each VOA Connect site (FFR, CEO, CFO, Program Services Data, Open Minds Learning Cohort)
and drive engagement

Provide program management support, as necessary, for the following:

Executive Orientations, including CEO and Board orientations CEO Meetings CFO Meetings

 Provide Director of Board & Corporate Operations for innovation events, including but not
limited to:

Manage logistics and materials for in-person meetings, conference calls and virtual meetings Assist in the development of the agendas, materials and event structuring Act as a communications strategy coordinator and liaison with internal communication resources
(web, video, design, etc.) Review contracts and conduct hotel walk-throughs for In-Person Meetings week and the All-Staff
Retreat Support relationships with Affiliates through: Coordination of the National Office Affiliate Liaisons, including convening the group for
information exchange and training, managing communications to affiliates, and developing materials
for use by Liaisons with local boards Management of CEO Network, including maintaining resources in BoardEffect and facilitating
information sharing; coordinate planning, conducting and documenting of meetings and
conference calls

Other duties as needed may include but not limited to:

Provide customer service to local offices by locating appropriate resources to ensure affiliate
needs are met Provide logistical support for any major meetings in the office (e.g. greets visitors, sets up
meeting space, order refreshments), the National Conference, trainings and other presentations Process invoices and credit card statements Organize and manage electronic filing system. Records management related to C-Suite executives Order and manage invento1y of supplies Edit correspondence, communications, presentations and other documents as needed Liaise with internal staff at all levels

Required Knowledge, Skills & Abilities: 

Strong computer skills with experience with Microsoft Office - Word, Excel, Access, PowerPoint,
Outlook; AI software basics a plus Sound and accurate judgment with an ability to include appropriate people in decision-making process to ensure timely decisions are made Must have excellent decision-making ability Must have organizational and project management skills with an ability to follow through on all
assignments to ensure deadlines are being met Must have excellent interpersonal skills and written communication skills Must be process and detail-oriented; self-starter; proactive and quick in responding to emergency
requests Must have the ability to independently manage multiple tasks and projects with competing
priorities and deadlines Must be customer-oriented and have proven experience with relationship-building Must have the ability to work well with all levels of internal management and staff Ability to work flexible hours Ability to travel is required

Qualifications:

Physical Capabilities:

Lifting: Requires lifting materials up to 10 lbs. Ability to stand or sit at a computer for prolonged periods

Working Conditions:

The work environment characteristics and physical demands described here are representative of those an intern encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function This position will take place primarily in an office setting

Other Duties:

Please note that this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the intern for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Education and Experience:

Bachelor's degree preferred Minimum of five years' experience in general office, clerical, administrative and research assistant functions - preferably in a human service organization

 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

VOA is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Volunteers of America does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status or on any other basis prohibited by applicable law.

Employment with VOA is contingent upon successful completion of a background check, which may include but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Senior Vice President of Human Resources.