Administrative Assistant

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MOi is an international, nonprofit organization committed to helping adults and children living with physical disabilities in low- and middle-income countries, to live more independent, productive lives. We strengthen the capacity of health systems and service providers to deliver prosthetic and orthotic services, physical rehabilitation, orthopedic surgeries and the treatment of children with Clubfoot. By offering training and facilitating the in-country production of prosthetics and orthotics, we ensure the long-term sustainability of our innovative approach to care.

MOi works in the lowest resource health settings in the world (including but not limited to) Vietnam, Bangladesh, Sierra Leone, Haiti and soon we are launching in Senegal. We have empowered more than 100,000 people (30,000 directly) to walk, providing them with not just mobility, but hope for a more economically active future and a life with greater social inclusion.

Position Summary
MOi is looking for a team member to support administrative activities to ensure the smooth functioning and effectiveness of our Seattle, WA headquarters. This part-time role of Administrative Assistant will provide direct assistance to the Operations and External Relations Coordinator, and the Executive Director, on a variety of administrative, financial, and development tasks as assigned.

Position Description
Administrative (50%)
– Assist Operations and External Relations Coordinator with day-to-day activities
– Answer, screen and route incoming telephone calls and reply as necessary
-Sort and distribute incoming mail and email to staff within the organization, reply as necessary
-Organize documents, photos, and files (both paper and electronic) in a systematic manner
-Assist in making copies and preparing for meetings
-Maintain and generate queries in electronic donor database (eTapestry)
-Track and maintain donors and donor prospects in electronic donor database (eTapestry)
-Conduct research on individuals and institutional prospects
-Document, prepare and send thank-you letters to all donors
-Process monthly reconciliations (Skype, Capital One charges)
-Communicate with accountants to provide any necessary documentation
-Liaise with IT consultants to ensure proper functioning of office computer network
-Maintain appropriate interpersonal relationships with all stakeholders
-Greet and attend to visitors, ensure office is presentable for meetings

Marketing/Events (50%)
– Assist with collecting patient stories for social media as needed
– Assist staff with preparation and mailing of all direct mail appeals (3x annually)
– Participate in planning and delivery of the 2019 Auction & Gala (on 2/23/19)
– Assist with procurement of silent and live auction items, guest RSVPs and registration, recruitment of volunteers, creation of promotional materials, and other duties as assigned- Update website as necessary using WordPress
– Use Greater Giving to track donations, guest information, and sales
– Take direction from Operations and External Relations Coordinator with any tasks leading up to the event, and post event close out
– Communicate appropriately with 2019 Auction Planning Committee on a regular basis

Education/Experience Qualifications:
– High school diploma or equivalent required, Associate’s degree preferred
– Minimum 2 years’ experience in the administrative field

Other Qualifications:
– Highly organized and detail-oriented
– Able to multi-task and prioritize work effectively
– Excellent written, verbal, and interpersonal communication skills
– Able to work independently; and as part of a team
– Self-starter; willing to take the initiative as appropriate
– Attention to detail and proactive problem-solving skills
– Strong organizational and planning skills in a fast-paced environment

This part-time position (~20 hours/week) requires presence in the office Monday – Friday with flexible working hours and reports to the Operations and External Relations Coordinator with some tasks assigned from the Executive Director. Some nights and weekends may be required. There is no travel associated with this position.

Key Competencies:
Initiative / Flexibility / Leadership / Teamwork / Communication / Attention to Detail

Physical Requirements:
– Presence in a physical office Monday-Friday with flexible working hours,
– Ability to lift items 5-50lbs

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