Job Description

ROLES & RESPONSIBILITIES

• Support the overall administrative process for FOCOS USA and activities relating to Ghana.
• Schedule and organize meetings, conference calls and appointments for managers or supervisors.  This includes handling calendars, meeting invites, preparing agendas and taking accurate minutes for meetings as requested.
• Carry out general clerical duties such as filing, typing, copying, binding, scanning, faxing, mailing, creating and managing templates and spreadsheets, etc.
• Maintain the electronic and hardcopy filing systems and documents for the organization, including the board (i.e. eFileCabinet).
• Prepare, modify and distribute documents and correspondence including, notifications, reports, letters, drafts, minutes, memos, responses to inquiries and emails.
• Plan, implement, manage and monitor Social Media strategy and initiatives in order to increase brand awareness.
• Support the content creation, management and distribution of newsletters, annual reports, and other periodic communications that keep supporters updated on key happenings, accomplishments and milestones of the organization.
• Help manage and monitor fundraising initiatives and campaigns and help provide oversight for the donor management database and manage data integrity.
• Help plan and oversee the direction of fundraising events.
• Handle phone calls, emails, requests for information/data, and serve as the point of contact for board members, internal staff, donors and potential donors.
• Setup, track and maintain electronic signatures for documents as requested.
• Maintain and update contact lists (staff and board), office policies and procedures as requested.
• Conduct research and execute projects (i.e. state registration and compliance) as required.
• Help handle volunteer inquiries and help coordinate hospital visits.
• Assist with in-kind donations as requested (i.e. emails, sending letters).
• Support the Academic Coordinator with the Medical Missions program.
• Maintain professional and technical knowledge regarding non-profit organizations to help keep FOCOS in compliance.
• Help monitor and verify invoices, receipts, accounts and contracts.
• Anticipate the needs of others in order to ensure a seamless and positive experience.
• Other related tasks as assigned.

Required Skills or Experience

• Bachelor’s degree or higher in relevant discipline.
• Minimum 5-7 years of related work experience as an administrative assistant or virtual assistant.
• Excellent written and verbal communication skills.
• Proficient in Microsoft applications, including Word, Excel, PowerPoint and Outlook.
• Ability to take on responsibility and be accountable for tasks and objectives.
• Excellent time management skills and the ability to multi-task.
• Strong organizational skills with the ability to plan and prioritize work.
• Attention to detail and accuracy.
• Problem assessment and problem-solving skills.
• Ability to work on tight deadlines.
• Ability to work effectively both independently and as part of a team.
• Knowledge of office management procedures, systems and equipment.
• Gathering, monitoring and compiling information.
• Responsive and proactive.
• Knowledge in non-profit sector.
• Professional, polite and attentive.=