REPORTS TO: PRESIDENT OF BOARD OF DIRECTORS, VHC MEDICAL BRIGADE
EFFECTIVE DATE: DECEMBER 1, 2018
Who We Are:The Virginia Hospital Center Medical Brigade is a local Northern Virginia volunteer organization.
We collaborate with the people of Central America in and around the City of Comayagua, Honduras to provide sustainable healthcare efforts.
The Brigade organizes and executes a number of medical mission trips to Honduras each year to provide life-changing surgeries, reduce the impact of preventable diseases, and increase the number of treatments available to the community.
Position Overview:The Executive Assistant for the Brigade will be responsible for providing both structure and support to the Brigade's organizational operational and fundraising activities.
This role is highly tactical, requiring the ability to think big while minding all the details.
The Executive Assistant must be a savvy project manager who is comfortable juggling multiple projects on different timelines.
This role will report to the President of the Board of Directors and work closely with other members of the Board of Directors on all projects.
Requirements and Attributes of Competitive Candidates:Competitive candidates will have their bachelor's degree (Mass Communications, Marketing, Business Administration, Management, Public Relations), at least 2 years of administrative experience, and the ability to work within small teams comprised high-level volunteers who all wear many hats.
Non-profit fundraising and event management experience is a plus.
The candidate must be open to change in routine while remaining prompt with deadlines, be well organized and proactive in accomplishing tasks.
He/she must readily connect the dots between operations, communications, fundraising, and programs.
He/she must appreciate structure and systems and believe they make the work easier and better.
Responsibilities:ADMINISTRATION (50%)Assist in the creation of and distribution of Brigade meeting agendas and materialsEnsure all meeting and event arrangements are made and executedAttend all Board meetings and other Brigade meetings as requested to record minutes for distributionServe as point-of-contact for internal and external contacts, donors, and volunteersManage all Brigade calendars (marketing, logistics)Assist in making travel arrangements for Brigade membersInput and ensure data integrity and accuracy in all records and reports in Little Green Light, the Brigade's CRMOrganize various special events, such as Warehouse Packing Day and the fall fundraising BBQCOMMUNICATIONS (30%)Work with volunteers and board members to collect, organize, and share compelling stories from trips to HondurasWork with Board of Directors to develop a communications calendar, content plan, and design and approval process that covers all social media and online and offline communications Maintain the Brigade's website with current events and informationHelp develop creative and mission-centric fundraising messaging that articulates the special role of the Brigade in the communities of HondurasPrepare all donor cultivation and solicitation materialsManage and prepare all content for quarterly newsletters and mass communications through MailChimpLead initial drafting and design of all external communications and collateralPartner with the President of the Board of Directors in serving as a liaison between the Brigade and prospective/current partner organizations, including the Catalogue for PhilanthropyFUNDRAISING, DONOR AND EVENT MANAGEMENT (20%)Create fundraising, stewardship, and marketing announcements and materials both virtual platforms (website, Facebook, Instagram, etc.)
and physical collateralHelp execute fundraising appeals and special campaigns, including annual fall fundraiser, Hope for Honduras and End of Year AppealsThink creatively about the donor stewardship plan and update it annually with new and meaningful ways to connect donors and foster a sense of communityConduct weekly gift processing and acknowledgment letter mailingRefresh donor thank you letters quarterlyAid in researching relevant grant opportunitiesActively participate with the Development Committee and support eventsSkills and Requirements to Foster SuccessAt least 2 years' experience in administrationMust be able to work independently and be flexible based on volunteer schedulesStrong computer skills and advanced proficiency in software relative to non-profit management including Gmail, Microsoft Office Suite, Adobe Acrobat Pro.
Experience with Little Green Light and/or other nonprofit CRMs preferable.Proficiency in social media and website management (i.e.
Facebook, Twitter, Instagram, Squarespace)Experience with email marketing and design products such as MailChimp and CanvaExcellent interpersonal, communication, and ability to work effectively with volunteers, participants, partners, and donors of all levelsAbility to work occasional evenings and weekendsTo ApplyCandidates should send a resume, cover letter, and brief example of marketing material created or writing sample to
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