Finn Church Aid Americas, Inc., an independent 501(c)(3), was established in 2014 in downtown Washington, DC. Its role is to support and promote Finn Church Aid (FCA) Foundation’s work. FCA is one of the largest development cooperation and humanitarian assistance NGOs in Finland.
POSITION OVERVIEW
The Staff Assistant is responsible for providing general administrative and fundraising support for a small, fast-paced and results-oriented humanitarian aid and development NGO. The position requires excellent organization skills and the willingness and ability to pay close attention to details. The ideal candidate is a goal oriented, organized, collaborative go-getter with a good sense of humour who seeks to advance our shared priorities.
PRIMARY TASKS
50% Administrative Support to the FCA Americas Office
· Manages the front/main reception area of the FCA Americas office and greets guests, donors, vendors, and others;
· Provide general office support including: sorting mail, answering all incoming calls, fielding questions, organization of timesheets and creating agendas for meetings;
· Code and reconcile procurement cards, organize receipts, prepare Travel Expense Reimbursement forms, and check/reimbursement payment order forms for Director;
· Maintain the office’s supplies and orders as necessary;
· Assist with meeting preparation and handle meeting logistics by reserving conference room, booking catering, drafting meeting materials, collecting RSVPs and other correspondence related to internal and external meetings;
· Work with FCA Finland’s Communications Department to assist with posting content to website and social media; distribute communications materials, including gathering information for the webpage, e-newsletters, news releases and fact sheets;
· Handle all administrative details associated with Board of Directors meetings (i.e. prepare and distribute notices, agendas, minutes, etc.); and
· Provide general administrative support as needed.
30% Fundraising Support for the FCA Americas Office
· Assist in major prospecting research, communications and acknowledgement;
· Maintain foundation, corporation and individual donor files;
· Support the documentation of the office’s activities including donor conversations and calls, e-mails, meetings, briefings and other events;
· Handle all aspects of event planning which includes: sending invitations; follow- up through individual telephone calls; tracking responses and reservations; planning all logistics and enter RSVP information into data-base; and
· Assist with charitable registrations.
20% Administrative support to the Director
· Provide administrative and logistical support to the Director with travel, calendar support, meeting logistics and prep, and support for donor interactions;
· Organize and file Director’s meeting notes and other written material as appropriate;
· Receive, screen and place phone calls for the Director; maintain key contact lists; and
· Create, organize and maintain accurate written and electronic office files relevant to the Director’s activities.
EDUCATION/EXPERIENCE REQUIREMENTS
Bachelor’s degree from an accredited four-year college or university. Minimum of one (1) year of administrative work experience in a fast-paced, challenging work environment, preferably in a non-profit organization. Applicants must be authorized to work in the United States as FCA Americas will not sponsor work visas.
KNOWLEDGE REQUIREMENTS Ability to work both independently and as part of a team, with capacity to receive and accept constructive feedback, take initiative and be pro-active and demonstrate solid problem-solving skills. Ability to quickly grasp conceptual plans and implement with attention to the finest details, accurately and in a timely manner. Must possess excellent verbal and written communication skills. Be an outgoing, team player that enjoys helping others and the achieving best possible results.
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