Job Title: Administrative Assistant
Location: New York (Tri-state area for hybrid work)
Job Type: Full-time
Salary: $55,000- $65,000 per year range, depending on experience
Hybrid Schedule: 3 days in office/ 2 days remote
Work Hours: Monday through Friday from 8:45am to 5:45pm EDT
Probation Period: 90-days
About Us:
We are a girl-driven international nonprofit with a vision for a world where no girl is limited by her period. Based in Nairobi, Kenya, and New York, USA, we produce and distribute high-quality reusable menstrual pads in conjunction with sexual and reproductive health sessions on topics ranging from HIV and gender-based violence prevention to early marriage and contraception. Our programming has reached over 300,000 girls and young women with more than 2.6 million pads since 2008. Further, in response to Kenya's growing youth unemployment rate, we have established a job training program to equip vulnerable youth from Nairobi’s informal settlements with industrial sewing and tailoring skills. Whether through menstrual pads or skills training, we strive to reach girls where they are with the support they need to reach their fullest potential.
Position Summary
We are looking for an Administrative Assistant who is highly organized and responsible for overseeing the day-to-day operations of our organization, ensuring efficient management of our programs, all while aligning with our organization's mission and strategic goals. This position supports the Executive Director and our staff team. The successful candidate will be capable of managing multiple projects independently, and skilled at building strong collaborative relationships. This role requires a proactive approach to enhancing donor relationships and impact.
Qualifications:
● 3 years of experience in an administrator or supportive role (within a non-profit organization preferred but not required)
● Strong writer in a variety of mediums, including external and internal communications
● Excellent communication skills, both written and verbal, with the ability to connect with diverse audiences, including donors, grantors, VIPs, board members and internal teams.
● Ability to cultivate donor relationships and drive donations.
● Experience working with cross-functional teams, particularly marketing and finance, to align donor engagement with broader organizational goals.
● Highly detail-oriented and self-motivated with strong implementation and follow-through skills.
● Capable of managing multiple projects with attention to detail in an administratively heavy and fast-paced environment.
● Comfortable working under pressure in a fast-paced environment with multiple deadlines and wearing many hats.
● Can maintain and manage confidential and sensitive data and records.
Requirements:
● Bachelor's degree (or equivalent experience).
● Must be based in the tri-state area.
● 3+ years of relevant work experience.
● Experience or interest in non-profits, international development, education and/or youth empowerment is preferred.
● Proficient in Microsoft Office and Google Suites of products.
● Strong knowledge in donor CRM systems (Bloomerange is a plus)
● Knowledge of email marketing platforms (MailChimp is a plus).
Key Responsibilities
· Manage and execute donor inquiries, ensuring prompt and personalized responses via phone calls, email, acknowledgment letters and handwritten notecards.
· Execute and process donor/grantor communications with high personalization, including tax acknowledgment letters, grant/impact report updates and thank you notecards.
· Maintain a detailed-oriented database including donation transactions, communication updates, visit reports and journal entries, and be able to pull various analytical reports.
· Coordinate and communicate with our teams in the U.S. and Kenya on programmatic activities and updates
· Handle logistical support of guest experiences, including pre-trip, on-site, and post-trip touchpoints, including personalized follow-ups and progress tracking.
· Coordinate team calls, send out agenda items, take notes for dissemination and follow up on action items for the team
· Place orders for printing projects and work with designer and external vendors.
· Assist with coordinating email blasts and direct mail materials to donors on program updates and fundraising campaigns, including list segmentation and email blast setup.
· Involved with donor engagement strategies and implementation plans, including individual and major donor cultivation.
· Organize and pull captivating stories, photos and videos to be shared with donors.
· Establish and implement monitoring and evaluation processes to assess program results and effectiveness.
· Analyze data and provide insightful feedback to make informed recommendations for program improvement.
· Provide overall administrative and program support for the team; including but not limited to maintaining the company calendar, preparing documents and presentations, organizing meetings and travel, tracking inventory supplies, and providing cross-functional support to team members in our country office.
Benefits:
· Health, dental, vision and life insurance after 90 days (fully covered by employer)
· Retirement plan 401(k) begins after one year of employment (employee pays)
· Holiday and paid time off - 15 vacation, 2 personal and 6 sick days for each full calendar year
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