Volunteer Coordinator / Executive Assistant

Volunteer Job Description

Candidate should be professional, polite, and attentive while also being accurate. The best candidate will be prepared and responsive, willing to meet each challenge directly. Must be comfortable with computers, general office tasks, and excel at both verbal and written communication. Most importantly, the candidate should have a friendly personality and a genuine desire to meet the needs of others.

Reports directly to the Founder of ECLH (or designee).  Serves as the Executive Assistant and Volunteer Coordinator responsible for providing administrative support and developing a volunteer recruitment strategy.  In addition, the candidate attends staff and team meetings with ECLH leaders and volunteers.

Duties and Responsibilities (Approximately 20-30 hours per month):

• Leads recruitment and management of volunteers for a variety of ECLH routine administrative/logistical tasks or fundraising events.
• Coordinates schedules and hours of support for volunteers.
• Handling office tasks as needed, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Providing real-time scheduling support by booking appointments and preventing conflicts. Coordinating location and reservations for ECLH Board meetings and other engagements of Executive team.
• As needed, making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Anticipate the needs of others in-order-to ensure their seamless and positive experience.

Qualifications:

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Competencies:

• Prior administrative experience gained on the job or through volunteer experience.
• Excellent MS Office computer skills, plus social media experience.
• Attention to detail, and ability to proofread documents.
• Customer Services: displays courtesy and sensitivity, meets commitments, responds promptly to donor/customer needs, solicits feedback to improve.
• Adaptability: adapts to change in the work environment, manages competing demands, accepts criticism and feedback.
• Communication: expresses ideas and thoughts verbally, and written form, exhibits od listening and comprehension, keeps others adequately informed, and selects and uses appropriate communication methods.
• Teamwork: balances team and individual responsibilities, exhibits objectivity and openness to other views, gives and welcomes feedback, contributes to building a positive team spirit, and puts success of team above own interests.
• Business Ethics: treats people with respect, keeps commitments, inspires the trust of others, works with integrity, and upholds organizational values.

Abilities:

• Must be friendly and outgoing with an ability to engage with diverse groups of people to inspire them to give of their time and talents to ECLH.
• Must be a self-starter and can manage their own time.  Ability to listen to and understand information and ideas presented through verbal and written words and sentences.
• Ability to work under pressure to meet deadlines yet be flexible/dependable.
• Ability to communicate information and ideas verbally and written so others will understand.
• Ability to apply general rules to specific problems to produce answers that make sense. Ability to combine pieces of information to form general rules or conclusions. Ability to identify/recognize when something is wrong or is likely to go wrong and know who to involve for resolution.
• Ability to generate various ideas about recruiting and organizing volunteers.

Education and Experience:

• Minimum: High School Diploma with at least one year as a team leader or volunteer experience (such as leading fundraising activities for church, sorority, fraternity, school, job, community, scouts or other setting).
• Must have valid driver’s license and proof of insurance.
• Must have at least 3 personal / professional references.