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Executive Assistant & Volunteer Coordinator-Washington State

Job Location


General Summary

The Executive Assistant & Volunteer Coordinator functions in the following key roles:  Providing the Executive Director with administrative support; managing Chapter office operations; overseeing and coordinating the Chapter's volunteer program and volunteers; and overseeing and coordinating the Chapter's participation in community outreach events such as community and health fairs. The Executive Assistant & Volunteer Coordinator has access to information of a highly confidential and critical nature.

Essential Job Functions

- Manage and maintain Executive Director's calendar.
- Manage information for Executive Director's use in meetings with organization staff, volunteer leadership, and outside parties.
- Manage Board of Directors, Board Committees, and Regional Advisory Councils meeting and teleconference scheduling, logistics, minutes, and rosters; manage other partnership/ coalition meeting scheduling and logistics as needed.
- Track and report volunteer leadership activities as appropriate.
- Manage special projects as requested.

Office Management:
- Act as Office Manager; maintain office equipment, including phone system, photocopiers, and postage meter; maintain office supply inventory, order supplies and manage office supply budget; maintain chapter parking passes and office keys; collect, open and distribute mail; manage chapter computer inventory; manage chapter brochure inventory.
- Provide training, day-to-day oversight, and guidance to front desk volunteer receptionists. Oversee, and manage projects for, front office volunteers. Act as backup receptionist as needed.
- Provide onsite IT support to staff as needed.
- Coordinate with Chapter landlord/property managers, National office management team, and National Helpdesk as needed.
- Provide administrative support to the Director of Operations as requested.
- Maintain and update chapter calendars, including the community programs calendar on the chapter's website as needed.
- Accounting: Assist Accountant with chapter cash handling, including preparation of daily cash receipts logs and other tasks as assigned.
- HR: Coordinate onboarding of new staff, including setting up workstations and computers, issuing keys/passes, setting up cell phones, etc.

Volunteer Coordination
- Recruit and screen new volunteers, and conduct volunteer orientations and trainings.
- Develop and implement volunteer recruitment campaigns.
- Promote volunteer opportunities with fliers, social media, Volunteer Match and other websites, and other methods as appropriate.
- Manage volunteer application processing, screening, background checks, and reference checks; work with Chapter staff to match prospective volunteers to established chapter needs, and refer those not matching to other sources.
- Schedule orientation sessions for new volunteers at least once a quarter, or more often as needed, using the Volunteer Handbook as a guide.
- Work with Chapter staff to ensure that all volunteers receive appropriate, task-specific training.
- Schedule volunteer activities as appropriate to meet community and Chapter needs.
- Work with staff to identify volunteer needs and opportunities.
- Work with staff to ensure updated position descriptions are available for all volunteer positions.
- Maintain a schedule of volunteers.
- Communicate with volunteers and staff in multiple programs and locations.
- Request and utilize feedback from volunteers and staff supervisors to evaluate the effectiveness of volunteer placement.
- Track volunteer activities and provide human resources support as needed.
- Maintain volunteer database and track individual volunteer activities.
- Maintain and update the Volunteer Handbook.
- Establish and implement regular evaluation process for volunteers in order to assess volunteer satisfaction and success.
- Complete exit interviews for all departing volunteers.
- Ensure that all volunteers are reimbursed for pre-approved expenses pursuant to Chapter guidelines.
- Organize volunteer recognition events in collaboration with Chapter staff.
- Provide presentations on volunteerism and the Alzheimer's Association as requested.

Community Outreach
- Manage the chapter's community outreach events calendar; recruit volunteers and staff to assist at community/outreach events.
- Provide training, guidance and support to volunteers responsible for staffing tables at community events.
- Make presentations and provide information to community partners on the programs and services we provide.
- Provide blog/newsletter content as requested.
- Represent the Chapter at public events, conferences, and media events as needed.

Additional responsibilities
- All staff are required to comply with all Association policies, procedures, standards, and applicable regulatory requirements.
- All staff are required to support and participate, as requested, in Association events, including but not limited to the Walk to End Alzheimer's, A Reason to Hope, and chapter conferences.
- All staff are expected to support and participate in formal advocacy and public policy activities as requested.
- Other duties as assigned.

Minimum Requirements

* Bachelor's degree or AA degree plus at least two years of relevant work experience.
* Customer service experience preferred.
* Experience working with volunteers preferred.
* Proficiency in Microsoft Office and Google Apps.
* Ability to analyze information and make timely, appropriate decisions.
* Ability to collaborate and work well as part of a team; flexibility and adaptability.
* Ability to work independently and succeed in dynamic and fluid environment.
* High level of integrity, diplomacy, and initiative.
* Excellent interpersonal and verbal/written communication skills.
* Excellent organizational and time management skills.
* Excellent problem solving and strategic thinking skills.
* Ability to successfully manage multiple priorities and deadlines. 
* Ability to work effectively with diverse populations.
* Absolute commitment to confidentiality.
* Ability to work evenings and weekends as needed.
* Ability to travel locally and regionally as needed to perform job duties.
* Valid Washington State driver's license, proof of automobile insurance, and access to dependable automobile.

Click here to apply

Or mail resume and cover letter to:

Send resume to:
Alzheimer's Association, Home 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.