Office Assistant

OFFICE ASSISTANT

Job Description and Duties

The Office Assistant will oversee and monitor all aspects of data collection, record keeping, and other administrative tasks that support the advancement of the Virginia Voice mission. This position and its duties are a critical aspect of good stewardship which is a priority of Virginia Voice.

These duties will fall under the general category of administrative support and include specific projects and daily recordkeeping tasks plus monitoring and ordering office supplies and technology equipment to support program delivery and staff development. Duties will include organizing and distributing information to support financial reports, tracking contributions including sources, dollar amounts, and historical data associated with donations, and other data that surveil the financial health of the organization. Working with and maintaining data on Virginia Voice listeners and tracking the equipment used to facilitate service for them will be included in the daily tasks that are performed in this position.

The Office Assistant will be the first point of contact for internal and external office communications, which may impact some listener services. They will support the coordination of projects for the daily work done in the office and Virginia Voice events. The Office Assistant will also be responsible for ensuring that data is tracked for Virginia Voice events. The Office Assistant will take the lead on managing the CRM and ensuring that all data is updated and maintained in an accurate and timely fashion. The Office Assistant will also provide pivotal support for all communications with donors, volunteers, listeners, vendors, staff, community partners, and other stakeholders. The Office Assistant will work closely with outsourced community partners and provide specific data and information to support ongoing operations.

The Office Assistant must be organized, detail-oriented, and able to work independently once fully trained. The successful candidate must have excellent communication skills, possess leadership skills, work easily with a team, and be comfortable with workplace diversity. The successful candidate will be expected to collaborate on multi-disciplinary teams which include people with disabilities. The Office Assistant will provide administrative support as needed by the PRESIDENT & CEO.

Job Duties:

1. Answer and manage all incoming telephone calls

2. Respond to and manage all emails in a timely manner

3. Assist in the preparation for and production of all necessary reports for quarterly board meetings

4. Assist in the preparation for and production of all necessary time sensitive data for the creation of financial reports and provide necessary data for annual audits

5. Keep record of all office supplies, print materials, digital sources and information, and maintain as needed

6. Manage and/or assist the retrieval of all listener devices

7. Manage all office technology, re: maintenance, replacement needs, research, etc. in coordination with relevant personnel

8. Assist in the onboarding of new personnel; support the maintenance of records of existing personnel

9. Manage and/or assist in record keeping and use of technology platforms

10. Communicate with vendors related to maintenance of equipment

11. Assist in the timely production of fundraising communications and materials in coordination with the PRESIDENT & CEO

12. Assist in the creation of the annual budget and monitor the organization’s adherence to it

13. Other administrative tasks as assigned

Minimum Qualifications

• Two to five+ years of experience working in administrative support, customer relations, data and record keeping, and assist in creating an office budget and financial documents

· Strong written and verbal communication skills to produce reports, assign tasks, accept instructions and handle vendor contracts, among other tasks

· Organization and the ability to multitask to complete a wide variety of tasks

· Experience working with technology platforms including Microsoft Office, and PowerPoint and other in-house technology platforms customized for volunteer management and audio services. Experience working with a CRM or other tools to maintain accurate data.

· Flexibility to adjust to new tasks should company or office needs change

· Excellent skills in managing timelines and adhering to deadlines

· Strong interpersonal skills to interact positively with employees and subscribers

· Leadership ability to manage challenges and projects

· Attention to detail to ensure tasks are completed thoroughly and correctly

· Knowledge of and commitment to personal growth and development on issues of living with the loss of vision and other disabilities

· Intermediate to advanced proficiency preferred in Microsoft platforms including Excel spreadsheets, email communications, ShareFile migration, and other technology platforms as needed.

Virginia Voice, Inc. is an Equal Opportunity Employer committed to creating a more equitable workplace. We value diversity and are dedicated to the recruitment, inclusion and retention of people of color, LGBTQ, women, trans and gender non-conforming people, veterans and people with disabilities.

Note: This job description is intended to provide a general overview of the position. It is not an exhaustive list of all responsibilities, qualifications, or working conditions associated with the role.

Job Type: Part-time

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule

Ability to Relocate:

• Henrico, VA 23228: Relocate before starting work (Required)

Work Location: In person