Program Administrative Assistant

Friendship Circle of Virginia (FCVA) is a 501(c)(3) nonprofit organization dedicated to building an inclusive community by creating friendships and meaningful social opportunities for people with and without disabilities. Through programs, events, and community partnerships, FCVA creates opportunities for individuals of all abilities to connect, participate, and build lasting relationships.

Serving children, teens, adults, seniors, families, and volunteers throughout the Richmond area, FCVA works to create a community where people of all abilities can belong and participate fully.

Role Description

The Program Administrative Assistant is a full-time, on-site position based in Glen Allen, VA. This role provides essential administrative and logistical support to the Assistant Director, Program Coordinator, and broader program team to help ensure the smooth operation of FCVA’s programs and events.

The Program Administrative Assistant will manage calendars and scheduling, maintain accurate databases and records, organize digital and physical files, coordinate reservations and event logistics, assist with expense and payment administration, and support communication and follow-up related to programs and events. The position will also attend staff meetings, take and distribute meeting minutes and action items, and provide general administrative support to the program team.

This is a hands-on position within a small, fast-paced team. The ideal candidate is highly organized, detail-oriented, dependable, personable, and comfortable managing multiple responsibilities while working both independently and collaboratively. The position requires regular participation in FCVA programs and events, including some weeknights and Sundays.

Because FCVA programs and events serve individuals of all abilities, the successful candidate must have experience working with people with disabilities and demonstrate a genuine commitment to creating an inclusive and welcoming environment.

Key Responsibilities

Administrative & Program Support

• Provide administrative support to the Assistant Director, Program Coordinator, and program team.
• Maintain office calendars and send reminders for appointments, meetings, deadlines, and scheduled activities.
• Schedule meetings, presentations, appointments, and other activities as requested.
• Attend staff meetings and take, organize, and distribute meeting minutes and action items.
• Maintain organized digital and physical files, records, and program documentation.
• Maintain FCVA’s database and ensure participant and program information is accurate and up to date.
• Assist with administrative follow-up and communication related to programs and events.
• Support the preparation and organization of documents, forms, lists, and other program materials.
• Identify opportunities to improve administrative processes, organization, and efficiency.

Program & Event Logistics

• Make reservations for event locations and other program-related activities as directed.
• Reserve equipment, conference rooms, and other spaces needed for meetings, presentations, programs, and events.
• Confirm reservations and maintain accurate records of bookings.
• Support staff with logistical and administrative needs before, during, and after programs and events.
• Assist with event preparation, setup, breakdown, and organization of supplies and equipment.
• Attend FCVA programs and events, which may occur on weeknights and Sundays.

Financial & Expense Administration

• Assist with processing payments related to event bookings and other program-related expenses.
• Track incoming expenses and maintain accurate records.
• Organize receipts, invoices, payment documentation, and other financial records.
• Assist with monitoring program and event expenses and ensuring all documentation is complete and up to date.
• Communicate with staff and vendors regarding payment and expense-related administrative matters as needed.

General Responsibilities

• Provide general administrative assistance to the Assistant Director and program team as needed.
• Maintain confidentiality and handle financial, participant, scheduling, and organizational information responsibly.
• Participate in staff meetings, trainings, and organizational activities.
• Work collaboratively with staff, volunteers, participants, families, vendors, and community partners.
• Take on other administrative and organizational responsibilities as assigned.

Qualifications

• Experience working with people with disabilities is required. Direct experience working in a disability-focused, inclusive, educational, recreational, nonprofit, or community-based organization is highly preferred.
• Strong communication, organizational, and administrative skills, with the ability to work effectively in a fast-paced, small-team environment.
• Highly detail-oriented, organized, and able to manage multiple administrative responsibilities while maintaining accuracy and follow-through.
• Strong written and verbal communication skills, including the ability to draft professional emails, maintain documentation, and communicate clearly with a wide range of individuals.
• Personable, empathetic, respectful, and sensitive to the needs of people with disabilities and youth and adults of all abilities.
• Comfortable interacting with participants, families, volunteers, staff, vendors, and community partners.
• Ability to work independently, take initiative, solve problems, and follow through on responsibilities without constant supervision.
• Strong time-management skills and the ability to prioritize competing tasks and meet deadlines.
• Trustworthy and able to responsibly handle confidential, financial, scheduling, and organizational information.
• Ability to learn new systems, software, and processes quickly and identify opportunities for improved organization and efficiency.
• Experience with administrative support, scheduling, database management, expense tracking, payment processing, documentation, or process improvement preferred.
• Proficiency with Google Workspace strongly preferred.
• Prior nonprofit or community-based experience is beneficial.
• High school diploma or equivalent required; associate or bachelor’s degree preferred.

Physical Requirements

• Ability to lift, carry, load, unload, transport, and set up event supplies and equipment, including items weighing up to 50 pounds.
• Ability to stand, walk, bend, reach, and remain physically active for extended periods during events and program activities.
• Ability to assist with event setup and breakdown, including moving tables, chairs, boxes, signage, supplies, and other event materials.
• Ability and willingness to participate in hands-on event logistics and setup as part of the position's regular responsibilities.

Pay: $20.00 - $25.00 per hour

Expected hours: 20.0 per week

Benefits:

• Flexible schedule
• Paid time off

Work Location: Hybrid remote in Henrico, VA 23238