Position: Administrative Development Assistant

Job Status: Fulltime (32 Hours)

Mission:The HUGS Foundation provides free surgery to children and adults suffering from facial can lead a productive and fulfilling life.

Position: The Administrative Development Assistant will work under the direction of the Executive Director (ED) supporting day-to-day operations that include administrative tasks mission planning basic bookkeeping special events and maintaining a confidential donor database. This position works closely with teams of volunteers and committee members. This position will require 32 hours per week but during events the hours may increase.

Qualifications

• Associatesdegreeorequivalentexperiencepreferred.
• Results-orientedprofessionalwithaminimumoftwoyearsprofessionalexperienceinanot- for-profit environment or related field.
• HighlyproficientinMicrosoftOfficeSuite(WordExcelPowerPointandOutlook).
• Demonstratedabilitytomanagebasicbookkeepingandfinancialreportingtasks.
• Must possess excellent and professional interpersonalskillswith the ability to communicate both verbally and in writing.
• Strongverbalandwrittencommunicationskillsrequired.
• Creativethinkerwhoiscomfortablejuggling multipletasks/ projects and conflicting priorities.
• Exceptionalorganizationalskillsandattentiontodetailwithanemphasisonaccuracyand quality.
• Experienceinnon-profitand/ordevelopmentaplus.

Administrative Job Responsibilities

• Abilitytodevelopandsustainexcellentworkingrelationshipswithindividualsvolunteersand businesses.
• Maintain calendar and arrange meetings and appointments as requested including logistics materials minutes and notices.
• ManageBoardofDirectorsmeetingsincludingpreparationofmeetingagendaandmaterials.
• Distribute Board meeting minutes board resolutions committee and other reports calendars of upcoming events etc. Coordinate dinner presentations call-in instructions and technology needs.
• AssisttheEDinconductingpreliminarygrantanddonorresearch.
• Developandcarryoutanefficientdocumentationandfilingsystembothelectronicandhard copy filing.
• Completebasicbookkeepingtasksincludingprocessingdonationsandinvoices.
• ResearchandacquiredatatopreparedocumentsforreviewandpresentationbyBoardof Directors committees and executives.
• Opensortanddistributemailincomingfaxesemailsandothercorrespondence.
• UsevarioussoftwareincludingwordprocessingQuickBooksspreadsheetsdatabasesand presentation software.

Mission Coordination:

• Provideslogisticalandadministrativesupportformissionteamsincludingairhotel registration and reimbursements for 6 missions per year.
• Helpinquire procureandprocessmissionsupplyorders.

Events

• ProvidesupportforallHUGSFoundationeventsincludingpre-eventoperationalplanning volunteer management and clerical support.
• Helpset upandclean-upatevents.
• Coordinatedayofeventlogisticsincludingbutnotlimitedtoguestandvolunteer management.
• Providesadministrativesupportforappealsmailingsinvitationsacknowledgementetc.

SocialMedia

• Ensurealleventsarepostedandprominentonallsocialmediaoutletsincludingwebsite Facebook and Instagram.
• Postallnewsandphotosofeventsthat havetranspiredonsocialmediaoutletswithin1-2 days of the event.

PhysicalRequirements

• Possess sufficient mobility to perform the essential functions listed in this job description.
• Personal automobile is required.
• Desire to travel internationally is essential.

Travel Requirements

• None

How to apply: Please send your cover letter and resume to Learn more about the HUGS Foundation and our mission here: is the policy of HUGS Foundation Inc to provide equal employment opportunities without regard to race color religion sex nation origin age disability marital status sexual orientation genetic information or any other protected characteristic under applicable law.