Position Opening: Administrative Assistant, USAID Alumni Association

The USAID Alumni Association (UAA), a non-profit membership organization, seeks a part-time Administrative Assistant to help support the work of the Association and its Executive Committee

Position: Administrative Assistant

Location: Washington, DC Metropolitan Area.

The candidate must be   able to work from home or in his/her own office. The individual must also be available to participate in regular two-hour monthly meetings of the UAA Executive Committee. Attendance at other UAA meetings and events may also be requested, as necessary (e.g., the day-long Annual General Meeting).

Pay: Negotiable hourly rate, depending on experience.

Time: Flexible hours not to exceed 70 hours per month.

Reporting relationships:

The position is under the general direction of the Co-Chairs of the Executive Committee of the UAA. The incumbent will work closely with the Co-Chairs, the Secretary-Treasurer and the heads of the five standing committees of the UAA, in particular with the Co-Chairs of the Administration and Finance Committee and the Membership Committee.

Representative duties:

This is the only paid position of the UAA. All other officers serve on a voluntary basis. As such, the Administrative Assistant can expect to engage in multiple and varied tasks in support of the Association. Examples follow:

  • Tracks alumni registrations and contributions and prepares monthly Membership Reports, in coordination with the Chair of the Administration and Finance Committee.
  • Checks on the eligibility of individuals seeking to register as USAID alumni and/or to become members;
  • Maintains and updates on a regular basis, from on-line registration and other sources, the contact database and directory of all registered alumni and members;
  • Helps the Membership Committee to prepare the on-line Monthly Newsletter to registered alumni, including the monthly “Alumni Profiles” column in the Newsletter;
  • Takes notes and prepares the first draft of the Minutes of monthly Executive Committee meetings, under the guidance of the Secretary-Treasurer of the UAA;
  • Maintains the calendar of UAA events and activities;
  • Assists with monthly UAA website updates and improvements (working with the contracted UAA website manager), based on guidance provided by the Executive Committee;
  • Drafts and distributes periodic reminders of upcoming events;
  • Facilitates the UAA’s enhanced use of social media (e.g., Facebook, LinkedIn);
  • Develops visuals and handouts for presentations as may be requested, including periodic updates of the UAA Brochure;
  • Assists with e-mails and surveys (via UAA’s contract with Constant Contact) to the main contact lists;
  • Supports the communications needs of the Co-Chairs and of the UAA standing committees (Development Issues, Finance and Administration, Membership, Public Outreach and Strengthening USAID);
  • Supports preparation and follow-up for UAA’s Annual General Meeting of the membership (usually in October);
  • Supports UAA’s participation with DACOR in the periodic “Development Dialogue” speakers series;
  • Carries out other duties as assigned by the Co-chairs.

Desired Qualifications:

  • Self-motivated and initiative in managing workloads and setting priorities, with attention to details and presentational quality;
  • Readiness to communicate on a regular basis through telephone and e-mail with Executive Committee members and with external groups, including USAID alumni, vendors and others;
  • Able to work mostly alone with a minimum of supervision but in regular contact with the Executive Committee, providing frequent feedback on the status of pending activities;
  • Solid skills in the use of Constant Contact and WordPress, spreadsheets and prior data management experience, preferably with membership-based organizations;
  • Basic knowledge of website management;
  • Interest in people and in the work of the Association;
  • Patience and good humor!

Applying for the position:   Send application letter with resume by no later than Friday, May 8 to: cochairs@usaidalumni.org