Admin Support VA

Job Summary:
We're making room on our team for a reliable and empathetic Nonprofit Administrative Coordinator to act as the administrative backbone of a small nonprofit serving families affected by a rare medical condition. You'll manage incoming inquiries from our community, maintain accurate donor records, produce our newsletter, and keep our shared files organized. This is an administrative role focused on the organization, not an executive or personal assistant position. A great candidate is a tech-savvy self-starter who communicates warmly and sensitively and takes real ownership of the work.

Key Responsibilities:

• Handle the organization's shared mailbox, replying to families, donors, and partners with care and sensitivity
• Forward or escalate inquiries that need leadership input, and follow up so nothing slips through
• Log, update, and maintain donation records and donor information in the CRM (Little Green Light)
• Prepare and reconcile donor and donation reports as requested
• Design and lay out the newsletter with Canva and AI tools, including finding and preparing images
• Arrange and maintain the Google Drive file structure so documents, templates, and records are easy to find and consistently named
• Record processes, logins, and account access so all work is transparent, transferable, and never reliant on one person's memory
• Identify inefficiencies in current workflows and recommend better tools, templates, or processes
• Assist with further administrative projects as the organization's needs change

Mandatory Skills:

• Excellent written English with strong control of tone, warmth, and sensitivity
• Genuine empathy and the ability to communicate compassionately with families managing a lifelong medical condition
• Experience handling a shared or organizational inbox and resolving inquiries end to end
• Comfortable learning and working in a CRM or donor database, with accurate data entry and close attention to detail
• Competence with Google Workspace, particularly Google Drive file organization and Google Docs/Sheets
• Working knowledge of Canva or a comparable design tool for newsletters and simple graphics
• Comfortable using AI tools to accelerate drafting, layout, and research
• Very tech-savvy and quick to adopt new platforms with minimal hand-holding
• Organized, precise, and independent in your work
• Strong communication skills and a proactive approach to flagging issues and proposing improvements

Preferred Skills:

• Earlier experience with a nonprofit, charity, foundation, or mission-driven organization
• Knowledge of Little Green Light or another donor CRM (Bloomerang, DonorPerfect, Kindful, Neon, or similar)
• Experience with email newsletter platforms and basic email marketing
• Experience building or maintaining SOPs and process documentation
• Personal interest in patient advocacy, healthcare, family support, or community-building work
• Ability to manage a few projects at the same time and set your own priorities

Why Join Us:
This is a meaningful opportunity to be the administrative heart of a small, close-knit organization whose work directly supports families in need. You'll own your areas, have freedom to improve how things are done, and work with leaders who trust and value your input. If you're looking for work that matters and a long-term home rather than a short-term gig, we'd like to hear from you.