Overview
Senior Executive Administrative Assistant Jobs in Ames, IA at Iowa State University
Are you looking to make a difference in the world?
Looking to take the next step in your career with an impactful organization helping people?
Join AFTD, the leading organization dedicated to ending the most common dementia under 60, known as FTD. We help families affected today, and drive research to bring hope for the future. Our work to bring about a world without dementia is only missing your passion and your expertise. AFTD is growing rapidly, with a greater ability to offer help for those affected than ever before. Join us today to make a difference for families affected by FTD, across the United States and beyond.
JOB PURPOSE
The Administrative Assistant – Advocacy and Volunteer Engagement provides administrative support to all Advocacy and Volunteer program activities and initiatives. Administrative performance will be critical to the Advocacy and Volunteer Engagement departments overall effectiveness and ability to deliver quality programs in a timely and cost-effective manner.
Job Summary
The Administrative Assistant – Advocacy and Volunteers is responsible for supporting the day-to-day administrative requirements of the Advocacy and Volunteer Engagement Department. Core functions include supporting AFTDs grassroots legislative campaigns and policy initiatives and all volunteer program activities. They will be responsible for ordering materials, mailings, correspondence, and data entry. The Administrative Assistant- Advocacy and Volunteers will manage workflow, ensure all deadlines are met and assist in developing and implementing new administrative processes to continue to automate and improve efficiency as programs grow. This position will interact with all AFTD staff members as well as with family caregivers, people affected by FTD, and external professional colleagues and volunteers. They will also support AFTD through the completion of shared general office duties, in cooperation with other Assistant-level staff in the organization.
FUNCTIONAL RESPONSIBILITIES
Essential Job Functions
Administrative Support: Maintain and respond to routine correspondence and phone calls; type, file, scan, print, bind, assemble, and distribute digital and hard copy materials. Organize, prepare, and support all mailing projects, including advocacy and volunteer-related materials. Manage expense reports for department staff and volunteers as assigned. Draft meeting minutes for Board Committee and department meetings. Participate in the development and implementation of effective processes, including the formatting, updating and organization of the departments Standard Operating Procedures (SOPs) and use of technology, including agencys advocacy and legislation tracking software. Support quality assurance efforts: proactively identify opportunities to support the Advocacy and Volunteer programs growth while ensuring quality output. Provide direct support to senior department staff by managing travel arrangements, monthly expense reports, and scheduling external meetings. Track and ship all promotional materials for the Volunteer Services Team (expo tablecloths, banners, etc.). Assist the Volunteer Services Manager with administrative duties to support the Ambassador Cohort (onboarding, reporting, assemblies, and Annual Summit). Support in the planning and shipping for the annual education conference. Provide on-site support at the annual education conference.
Database Maintenance: Maintain department/company database(s) as assigned including data entry and data auditing. Generate reports, mailing lists and program related letters. Enter, track, and report on program evaluation data. Support staff with data collection, data verification and other tasks as needed. Organize and maintain electronic, confidential, and time-sensitive documents, files, and records; leveraging and tracking of e-signature documentation.
Legislative Advocacy Campaign Support: Proofread and input campaign text and graphics; organize campaign templates and other material. Generate and pull reports on advocate and volunteer activities. Support any advocacy mailings.
Company Support: Participate with AFTD administrative assistants in coverage of agency-wide administrative functions including reception support. Assist in the ordering and restocking of office and kitchen supplies as requested. Support management of conference rooms and caf area. Manage travel arrangements for organizational events and meetings as needed.
Other Job Functions
Answer main phone line and triage calls as needed as determined by shared general office duties with other Assistant-level staff in the organization.
Conscientiously follows company policies and practices and takes care of Company property.
Occasional evening availability to accommodate volunteer schedules.
Travel for organizational meetings and events as needed.
SUPERVISORY RESPONSIBILITIES
This position is an individual contributor and does not have supervisory responsibilities.
Knowledge, skills, and abilities required for this role:
Education
Bachelor’s degree preferred
Experience
2-3 years of experience in administrative support required.
2-3 years of experience in data entry, query and general database use preferred.
Salesforce experience a plus
Special Knowledge/Skills
Strong written and verbal communication skills: phone, virtual, email, and in person
Adept at independent research and internet searches
Strong Microsoft Office Suite/365 required.
Working knowledge of Adobe Acrobat Pro, SignRequest, Verified First, Word Press and/or Marketing Cloud a plus:
Must be well organized and detail oriented.
ADDITIONAL INFORMATION
Interview Process
Submit an application, including cover letter and resume
Phone screen with a member of AFTDs HR department
Interview with Hiring Manager
Team interview with department staff
Offer made to final candidate (contingent on reference and background checks)
Additional interviews or assessments may be required dependent on position
AFTD Awards
Platinum Transparency 2024 by GuideStar, an organization that collects and publishes IRS-verified data about charitable organizations, issuing Seals of Transparency based on how much information each charity provides
4-star rating on Charity Navigator, an organization that assesses nonprofits organizational effectiveness through IRS filings and metrics such as, Impact & Results, Accountability & Finance, Culture & Community, and Leadership & Adaptability
Benefits and Perks
AFTD offers a competitive salary and is committed to providing a comprehensive benefits package to meet the needs of our employees and their families, including:
Medical, Dental and Vision insurance for eligible employees regularly working 30 hours or more per week presently AFTD covers 100% of employee individual medical coverage
Basic Life Insurance/AD&D
Company-paid short-term and long-term disability insurance
Identity Protection
Voluntary Term Life/AD&D
Hospital Indemnity, Accident, and Critical Illness insurance
Pet discount program
Employee Assistance Program
SIMPLE IRA with company match
Generous paid vacation and sick time
10 paid holidays
4 weeks paid parental leave
A company culture that encourages work/life balance
Ongoing team building opportunities, including staff retreats and days of service
Ongoing professional development training and opportunities
Hybrid working environment, with the opportunity to work remotely up to 3 days per week
Business casual dress code
AFTD is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. All of your information will be kept confidential according to EEO (Equal Employment Opportunity) guidelines.
AFTD participates in E-Verify. Learn more about applicant rights under Federal Employment Laws.
Title: Senior Executive Administrative Assistant
Company: Iowa State University
Location: Ames, IA
