Who We Are:

The Virginia Hospital Center Medical Brigade is a local Northern Virginia volunteer organization. We collaborate with the people of Central America in and around the City of Comayagua, Honduras to provide sustainable healthcare efforts. The Brigade organizes and executes a number of medical mission trips to Honduras each year to provide life-changing surgeries, reduce the impact of preventable diseases, and increase the number of treatments available to the community.

Position Overview:

The Executive Assistant for the Brigade will be responsible for providing both structure and support to the Brigade’s organizational operational and fundraising activities. This role is highly tactical, requiring the ability to think big while minding all the details. The Executive Assistant must be a savvy project manager who is comfortable juggling multiple projects on different timelines. This role will report to the President of the Board of Directors and work closely with other members of the Board of Directors on all projects.

Requirements and Attributes of Competitive Candidates:

Competitive candidates will have their bachelor’s degree (Mass Communications, Marketing, Business Administration, Management, Public Relations), at least 2 years of administrative experience, and the ability to work within small teams comprised high-level volunteers who all wear many hats. Non-profit fundraising and event management experience is a plus. The candidate must be open to change in routine while remaining prompt with deadlines, be well organized and proactive in accomplishing tasks. He/she must readily connect the dots between operations, communications, fundraising, and programs. He/she must appreciate structure and systems and believe they make the work easier and better.

Responsibilities: ADMINISTRATION (50%)

• Assist in the creation of and distribution of Brigade meeting agendas and materials
• Ensure all meeting and event arrangements are made and executed
• Attend all Board meetings and other Brigade meetings as requested to record minutes for distribution
• Serve as point-of-contact for internal and external contacts, donors, and volunteers
• Manage all Brigade calendars (marketing, logistics, )
• Assist in making travel arrangement for Brigade members
• Input and ensure data integrity and accuracy in all records and reports in Little Green Light, the Brigade’s CRM
• Organize various special events, such as Warehouse Packing Day and the fall fundraising BBQ

COMMUNICATIONS (30%)

• Work with volunteers and board members to collect, organize, and share compelling stories from trips to Honduras
• Work with Board of Directors to develop a communications calendar, content plan, and design and approval process that covers all social media and online and offline communications Maintain the Brigade’s website with current events and information
• Help develop creative and mission-centric fundraising messaging that articulates the special role of the Brigade in the communities of Honduras
• Prepare all donor cultivation and solicitation materials
• Manage and prepare all content for quarterly newsletters and mass communications through MailChimp
• Lead initial drafting and design of all external communications and collateral
• Partner with the President of the Board of Directors in serving as a liaison between the Brigade and prospective/current partner organizations, including the Catalogue for Philanthropy

FUNDRAISING, DONOR AND EVENT MANAGEMENT (20%)

• Create fundraising, stewardship, and marketing announcements and materials both virtual platforms (website, Facebook, Instagram, etc.) and physical collateral
• Help execute fundraising appeals and special campaigns, including annual fall fundraiser, Hope for Honduras and End of Year Appeals
• Think creatively about the donor stewardship plan and update it annually with new and meaningful ways to connect donors and foster a sense of community
• Conduct weekly gift processing and acknowledgment letter mailing
• Refresh donor thank you letters quarterly
• Aid in researching relevant grant opportunities
• Actively participates with the Development Committee and supports events

Skills and Requirements to Foster Success

• Bachelor’s degree
• At least 2 years’ experience in administration
• Must be able to work independently and be flexible based on volunteer schedules
• Strong computer skills and advanced proficiency in software relative to non-profit management including Gmail, Microsoft Office Suite, Adobe Acrobat Pro. Experience with Little Green Light and/or other nonprofit CRMs preferable.
• Proficiency in social media and website management (i.e. Facebook, Twitter, Instagram, Squarespace, )
• Experience with email marketing and design products such as MailChimp and Canva
• Excellent interpersonal, communication, and ability to work effectively with volunteers, participants, partners, and donors of all levels
• Ability to work occasional evenings and weekends

To Apply

Candidates should send a resume, cover letter, and brief example of marketing material created or writing sample to [email protected]