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Lwala Community Alliance

Executive Assistant / Office Manager

Lwala Community Alliance

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Job Summary

Reports to: Ash Rogers, Co-CEO

Location: based in Nashville, TN, USA (largely remote)

Other Information: Part-time, flexible hours 

Lwala Community Alliance (Lwala) is a community-led innovator proving that when communities lead, change is drastic and lasting. We work with communities in an all-out effort to drastically reduce child and maternal mortality while proving that bottom-up approaches can effect systems change. Our dedicated, passionate and multicultural team of professionals and Community Health Workers bring together decades of work experience in global health, research, and operations management. Over the coming five years, we will be expanding our impact to reach over 1 million people in Migori county while contributing our expertise to developments in global health.

As a team member at Lwala, you can expect to make a difference through your work, and to have a direct impact on the achievement of our mission. You will enjoy a flexible and amiable work environment where everyone’s contribution matters and have an opportunity for career and self-development. We believe that growth is only possible through collaboration and consultation and our team is the most important to us.

The Executive Assistant / Office Manager is an extension of the US-based Co-CEO, whose purpose  is to make the executive team a better, faster, stronger, and more effective unit by creating capacity for senior leaders to focus on the most important things and to  serve as a sounding board in important situations. The Executive Assistant oversees  Nashville-based interns and supports executive team scheduling, office  administration, workflow coordination, donation processing, and HR processes and  may be exposed to sensitive organization information others on the team may not  be privy to.

Job Responsibilities

Assist US-based Co-CEO: 

  • Manage Co-CEO’s workflow and priorities by managing his/her calendar and  anticipating steps ahead 
  • Support scheduling for the Co-CEO, US Team Meeting, and Leadership Team Meetings and for Kenya-based Co-CEO and Impact Director as needed.  
  • Provide Co-CEO leverage in moving projects forward by assisting with information gathering, communicating with different parties, developing and  monitoring plans, keeping track of responsibilities and so on 
  • Support organization of team meetings and take notes as needed 
  • Track, communicate and arrange travel for Co-CEOs and Impact Director
  • Coordinate board meeting logistics and board book compilation 
  • Assist in research and preparation for conferences 

Development: 

  • Manage donor database 
  • Process donor payments and monthly donations 
  • Assist with mailings and special campaigns 
  • Coordinate, track and mail donor thank you’s 
  • Assist with special events 

Finance: 

  • Support reconciliation of donor database with accounting records 
  • Ensure registrations, certificates,  insurance policies, and other forms of  compliance are up to date 

General: 

  • Supervise Nashville-based interns and volunteers 
  • Open, sort, and track incoming mail correspondence 
  • Oversee human resource functions for US staff of four: policies, health  insurance, retirement program, compliance, etc.  
  • Order and maintain office supplies 
  • Assist in all aspects of general office coordination 
  • Perform general clerical duties to include, but not limited to, errand running,  purchasing, printing, copying, mailing. 

**Other duties as assigned

Qualifications

Education 

  • Bachelors degree in relevant field preferred   

Skills and Experience 

  • Strong written and oral communication 
  • Excellent problem solving skills and ability to work independently 
  • At least 2 years of office work experience, preferably in an executive assistant  or office manager role 
  • Ability to manage multiple task with varying deadlines 
  • Experience working with Constituent Relationship Management (CRM)  software and running donor queries preferred

Critical Qualities 

  • Detail and task-oriented 
  • Optimistic, positive, and resilient 
  • High level of patience, with ability to quickly react to unexpected priorities 
  • Demonstrated interest in global health, international development or social  justice  
  • Sound judgment and professional maturity 
  • Resourcefulness, creativity and strong problem-solving skills

While this position is largely remote until further notice, some in-office / in-person work will be required such as checking the mail and depositing checks.

Additional Information

Benefits

Part Time

How to Apply

Please send the following to usjobs@lwalacommunityalliance.org: 

  • Current CV/resume 
  • Letter of Interest detailing related skills and experience 
  • 3 professional references with name, title, email, phone contact, and relationship  to the applicant 

Applications will be accepted until the position is filled.

 

Details

  • Date Posted: February 17, 2021
  • Type: Part-Time
  • Job Function: Accounting / Financial Management
  • Service Area: Community Development
  • Start Date: 03/01/2021
  • Working Hours: 20-30 hrs/wk; M-F, 8am-4pm CT; flexible