Full-Time Office and Administrative Specialist
Position Title: Office and Administrative Specialist
Reports to: CEO
Job Summary: The Alliance for Gun Responsibility is seeking an Office and Administrative
Specialist whose primary duties are to support the CEO and Board of Directors as well as
manage the administration of the office. The ideal candidate is committed to supporting a wide range of events and activities to further the mission of Alliance for Gun Responsibility. The candidate should have extensive office administration experience and be organized, flexible and an excellent communicator.
Responsibilities (include but are not limited to:
Provide administrative support to CEO:
Facilitate travel arrangements
Help manage high-level donor events
Track internal processes, timelines and deadlines
Schedule meetings with board members
Support CEO in scheduling, facilitating and taking notes at meetings
Provide other support as needed to the staff team
Manage administrative support of the Board of Directors:
Coordinate and record board and committee meetings
Distribute all materials required for board and committee meetings
Ensure smooth functioning of board and committee meetings
Maintain board records
Take notes at board meetings
Communicate with constituents (volunteers, donors, community members) in person,
on the telephone or via email. Answer or direct general inquiries, and provide outstanding customer service
Manage in-person and virtual meetings
Manage general condition of the office;
Coordinate upkeep and repair of office/facility
Oversee inventory levels of supplies and materials
Maintain office equipment and schedule repairs and maintenance as needed
Receive, review and distribute mail
Coordinate IT services and troubleshooting with IT Consultants
Serve as the organization’s IT administrator
Support the financial operations of the organization:
Process accounts payable and accounts receivable in collaboration with the contract
Reconcile monthly credit card statements
Ensure reconciliation of donor and accounting software
Manage relationships with vendors and suppliers
Oversee and track staff expense reimbursement process
Support and administer HR functions:
Post job openings, schedule interviews, and communicate with job applicants
Manage confidential personnel files and processes
Manage the annual benefit enrollment process
Conduct onboarding for new employees
Work closely with CEO to manage and/or support HR processes
Support fundraising efforts of the organization:
Work with the Strategic Engagement Director on the development and writing of email
Provide logistical support for various fundraising events
o Experience: 3+ years relevant administrative/operational experience; experience in non-profits preferred
o Communication skills: Excellent written and oral communication skills; diplomatic and
empathetic. Ability to practice good judgement and discretion with regard to personal and
o Interpersonal skills: Ability to interact at all levels of the organization, including Board of Directors, senior team, staff, donors, volunteers, community members, gun violence prevention survivors, and sponsors; as well as an understanding of organizational dynamics. Exemplary customer service.
o Organizational skills: Proactive, well-organized, attention to detail and ability to meet
deadlines; ability to work with minimal supervision, manage multiple tasks and delegate as needed.
o Computers and systems: experience with Microsoft Office Suite, conference call software, accounting software and other data management tools. Preferred experience with Quickbooks, Every Action, and NGP databases.
o Flexibility: Ability to work in a fast paced, highly productive environment. Comfortable with changes in priority and direction. Willing to work flexible hours if necessary, including occasional evenings and weekends.
Salary & Benefits
This position is salaried, commensurate with experience.
Health, vision, and dental insurance are offered.
The Alliance offers a generous paid-time-off (PTO) package.
This position qualifies for enrollment in a 401(K) program after one (1) year of
The Alliance for Gun Responsibility is committed to being an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.
How to ApplySend resume to email@example.com.
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