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Administrative Assistant (Florida)

Job Location

Pensacola, FL

General Summary

The Administrative Assistant's primary responsibility is to assist the National Chapter in achieving the Association's objectives as set forth in the Mission Statement and the Strategic Plan.
The Administrative Assistant provides key administrative and office support for the for the Pensacola office. The position reports to Executive Director  and is a Part Time (20hrs per week), non benefits eligible position.

Essential Job Functions

  • Receive and process all deposits made by Pensacola office, enter data into Team Approach or Convio for all events, general donations, memorials, grants, workplace giving etc.
  • Perform queries of the database to create mailing lists, reports or other items as required by staff.
  • Manage and process all donation submissions.
  • Manage the background checks for all volunteers and facilitators according to National policy.
  • Reconciliation of deposits to ensure correct revenue balances.
  • Prepare invoices for payment and forwarding to National Accounting department for further processing of payment. Completion of all Recurring Payment Requests for rents, copiers, maintenance etc.
  • Facilitate purchasing of equipment, permits, licenses or office supplies for Pensacola office.
  • Prepare and submit monthly credit card reconciliation reports for Pensacola office.
  • Provide assistance in making travel arrangements, schedule conference calls and meetings.
  • Work with internal and external vendors for technical, communication, and equipment support and vendor negotiation.
  • Maintenance of central files, databases and documentation required as necessary.
  • Oversee compliance documentation with policies, procedures, and regulations.
  • Coordinate national reporting of CSQEI and Laser Metrics and media impressions and manage complete and accurate records and files of all education programs.
  • Assists with communication and public relations.
    Assists with preparation for Board Meetings, Committee meetings and Chapter events.
  • Other duties as assigned.

Minimum Requirements

  • High school diploma required. Two years post secondary education in a related field preferred.
  • Two years of experience as an administrative assistant, secretary, office manager or similar position.
  • Excellent Word, Excel and Powerpoint skills.
  • Proficiency with email, calendar and contacts.
  • Proficiency with a constituent database management program. Accurate data entry skills.
  • Accurate proofreading skills.
  • Must be able to communicate effectively with people of diverse backgrounds and ages.
  • Excellent telephone and in person customer service skills.
  • Strong organizational skills and attention to detail.
  • Commitment to the mission of the Alzheimer's Association.
  • Ability to lift up to 50lb  

    Click here to apply

  • Or mail resume and cover letter to:

    Send resume to:
    Alzheimer's Association, National Office
    225 N. Michigan Ave, Suite 1700
    Chicago, IL 60601

    We are an Affirmative Action, Equal Opportunity Employer and we appreciate your interest in the Alzheimer's Association.




    Alzheimer's Association

    Our vision: A world without Alzheimer's disease®.
    Formed in 1980, the Alzheimer's Association is the leading voluntary health organization in Alzheimer's care, support and research.