9/18/13 AIFD Now Hiring Public Engagement Coordinator/Executive Assistant

 Responsibilities and Duties:

• Engage in event planning and in the coordination of a variety of activities having to do with program outreach; including public engagements wherein AIFD’s founder and president participates as the keynote speaker, a member of a panel, in project implementation, and in fundraising activities.
• Facilitate team communications for President & CEO with stakeholders.
• Coordinate, schedule, and maintain calendar of meetings and events; coordinate logistics and activities with event hosts. Arrange travel accommodations for AIFD staff and prepare travel and presentation materials.
• Assist with the development and implementation of projects as instructed by President and/or Director of Operations.
• Maintain and develop organizational documents as needed (e.g. CVs, event flyers, etc.). Compile, develop, and prepare documents that facilitate data analysis.
• Compose, type, and proofread a variety of reports, statistical charts, agendas, and program/event documents. Also, transcribe recordings and meeting minutes.
• Maintain, develop, and implement effective and efficient recordkeeping systems and ensure that information is logically organized, appropriately cross-referenced and accessible to users; ensure confidentiality of sensitive information which is not part of the public record.
• Process accounts payable, payroll, and event reimbursements through QuickBooks.
• Maintain contact information for supporters in Microsoft Outlook, Constant Contact, and MatchMaker.
• Operate a variety of office equipment including a computer; input and retrieve data, and work with digital media as needed.
• Perform related duties and responsibilities as required.

Knowledge and Skills:

Functions and operation of an administrative office and associated practices.

Maintenance of budget and financial records.

Operation and use of word processing, spreadsheet, database management and other associated office and business software.

Business letter writing and report preparation techniques and methods.

Principles and procedures of filing and record keeping.

English usage, spelling, grammar and punctuation and syntax.

Internet navigation and the ability to readily find answers to questions.

Qualifications and Abilities:

Two years of experience as an administrative assistant

Excellent organization skills

Ability to maintain records and engage in database management

Excellent demeanor and customer service skills

Ability to prioritize work and the ability to quickly shift priorities

Proficiency in using Microsoft Office, including Word, Excel, Outlook, and Power Point

Proficiency with QuickBooks

Experience working with MatchMaker (donor database)

Ability to handle pressure and multi-task

Knowledge of email marketing (Constant Contact)

Knowledge of Word Press web editing

Compensation: Salary Range – $33,000-$36,000 (DOE); Benefits negotiable

Hours:  M-F 8:30 am – 5:30 pm        

Application Process:

Please email the following documents to Norma@aifdemocracy.org

Cover Letter and Resume

Handwritten essay (around two paragraphs) stating why you want to work for AIFD

At least three professional references

First review of applicants begins September 20, 2013.