1. Administrative Assistant

Save to Favorites

Ignite Arts & STEM Seeks Passionate Virtual Administrative Volunteer!

Position Summary:

Reporting to the Board of Directors, the Volunteer Administrative Assistants will work to provide administrative support to the Ignite Arts & STEM organization as a whole.

Calling All Passionate and Organized Individuals! (College Students, Stay-at-Home Parents, Retirees Welcome!)

Ignite Arts & STEM, a dynamic volunteer-powered organization, is seeking 2-3 highly motivated and detail-oriented individuals to join our team as Virtual Administrative Volunteers. This is a KEY role where your commitment and professionalism will be essential in supporting our mission to empower BIPOC (Black, Indigenous, and People of Color) youth in the Arts & STEM fields.

Ignite Arts & STEM is headquartered in Los Angeles (Tarzana, CA), but applicants need not reside in the Los Angeles metro area as meetings are virtual. While this is a virtual opportunity, you still must live in the United States to apply.

Are you a:

• College Student looking for a meaningful volunteer experience to complement your studies?
• Stay-at-Home Mom or Dad seeking to utilize your organizational skills while making a positive impact?
• Homeschooler with a passion for education and a desire to contribute to a worthy cause?
• Retiree with valuable experience and a heart for helping young people?

If you answered yes to any of these, we encourage you to apply!

This is a 100% volunteer opportunity, and you'll play a vital role in supporting our mission by providing exceptional administrative and operational support. We rely on dedicated individuals like you to achieve our goals.

What this role is ALL about:

• Be a Professional: We value commitment and clear communication. This isn't a casual volunteer role. Selected applicants will be expected to treat this position with professionalism as a key part of the Ignite Arts & STEM mission.
• Be a Team Player: You'll work closely with the Board and other volunteers to ensure smooth day-to-day operations. We rely on your initiative and ability to collaborate effectively in a virtual environment.
• Be Detail-Oriented: Accuracy and organization are key! You'll manage calendars, handle communications, maintain records, and assist with various administrative tasks.

Why You're a Perfect Fit for Ignite Arts & STEM:

• Thrive in a Virtual World: Highly organized and detail-oriented, you excel in prioritizing tasks, meeting deadlines, and working independently in a virtual environment. You are a PROFESSIONAL! Clear and consistent communication is your hallmark - you don't flake, and you follow through on commitments.
• Master of Organization and Communication: Your meticulous record-keeping and exceptional written and verbal communication skills make you a true "Communication Maestro."
• Passionate About Our Mission: Beyond your impressive skills, you share our dedication to empowering BIPOC youth in the Arts & STEM fields.

Make a Difference Through Administrative Excellence!:

As a Virtual Administrative Volunteer, you'll be the backbone of our organization, providing exceptional support across various areas. Here's how your skills will make a lasting impact:

Core Responsibilities:

• Master Scheduler: Manage calendars, schedule meetings, and coordinate appointments for the Board and team members.
• Communication Maestro: Craft and distribute internal and external communications (newsletters, emails, social media).
• Event Extraordinaire: Support event planning and execution (logistics, RSVPs, on-site coordination) for initiatives like the Children's Art Exhibition, Mentors & Mimosas Gala, and the Annual Back to School event.
• Record Keeper: Maintain accurate and confidential records for donors, volunteers, and files, ensuring data integrity through regular audits.
• Organizational All-Star: Perform general clerical duties and support tasks as needed.

Additional Responsibilities (may vary):

• Manage social media posting schedules using Buffer and other platforms (as needed).
• Contribute to our website by occasionally creating blog content on WordPress.
• Collaborate effectively with other volunteers across teams.
• Attend and take minutes at monthly Board meetings.
• Assist with database management, including updating contact information and donor records.
• Prepare materials for Board meetings (agendas, minutes, documents).
• Maintain and manage organizational archives, files, and documents.
• Conduct prospect research for potential donors, grants, foundations, and sponsors.
• Assist with basic bookkeeping tasks (updating reports, audits).
• Coordinate website and social media updates (in addition to Buffer).
• Contribute to print and electronic newsletter production.
• Assist with donor communications (appeals, thank you letters).
• Coordinate bulk mailings.
• Ensure accurate organization information on platforms like Guidestar and Charity Navigator.
• Take on additional administrative, clerical, or project duties as assigned by the Board.

Essential Qualities:

• Discretion and ability to handle confidential matters with integrity.
• Strong multitasking, organizational, and time management skills.
• Working knowledge of computers and various software programs.

Minimum Requirements:

• Candidates must live in the United States
• High school diploma or equivalent (Associate's or Bachelor's degree a plus)
• Must have a mobile phone and computer
• Proficiency in a major cloud-based productivity suite (Microsoft Office or Google Workspace)
• Adaptable to new technology: The ability to learn and become proficient in the software and programs we use to operate. (Buffer, Hubspot CRM, Google Meet, Asana, Monday.com, WordPress, and WhatsApp)
• Ability to be proactive and take initiative
• Must be able to accomplish tasks independently
• Must be flexible and open to changing priorities and needs
• Strong written and verbal communication skills
• Exceptional interpersonal skills
• Friendly and professional demeanor
• Must be dependable and punctual! (say that part TWICE)

Major Plusses (not required, but are nice to haves):

• Expertise with CRM and task management tools (HubSpot, Salesforce, Asana, Monday.com, etc.)
• Experience with meeting platform tools (Google Meet, Zoom, WebEx)
• Experience with "all-in-one" social media management apps (Buffer, Hootsuite, SocialPilot, Loomly, Iconosquare, Sendible)

Commitment to Excellence:

• Strong organizational skills and a commitment to accuracy in data entry and record-keeping.
• Upholding confidentiality, integrity, and professionalism.

The application process:

1. Express Interest: Express interest through VolunteerMatch.
2. Complete Application: After expressing interest, a separate Ignite Arts & STEM volunteer application will be required. (https://igniteartsandstem.org/volunteer-application/)
3. Interview with the Board: Shortlisted candidates will be invited for a virtual interview with the Board. It’s important that you check your emails (including spam)!

Clear Communication Matters!

We value clear communication throughout the application process. We'll follow up with all initial inquiries. To ensure a smooth process for everyone, we prioritize candidates who respond promptly to our communications. This helps us efficiently move forward with the most engaged applicants who demonstrate a strong interest in the opportunity.

Passion for our mission is a must!

Ignite Arts & STEM empowers BIPOC youth through Arts & STEM education. We rely on dedicated volunteers like you to achieve our goals.

Physical Requirements:

May require non-traditional work hours including weekends and evenings.

Commitment to Our Mission:

Ignite Arts & STEM empowers BIPOC students who are seeking careers in Arts & STEM. As a non-profit, our volunteers must be supportive of our mission. We actively seek candidates who have professional skills, experience, and willingness to strengthen diversity, equity, and inclusion in support of our mission. Ignite Arts & STEM does not discriminate on the basis of gender, race, color, age, national origin, disability, genetic information, military or veteran status, and any other basis protected by law.

We are a young non-profit whose mission is to provide scholarships and mentoring to BIPOC students seeking careers in Arts & STEM. We may be small, but we have lofty goals, and to achieve them it takes other dedicated volunteers to make happen. The things we accomplished in 2023 are a testament to the board members & volunteers involved in making these accomplishments possible!

A Look Back at Last Year:

2023 was a year of significant transformation and impact for Ignite Arts & STEM. We expanded our reach, strengthened our programs, and continued to be a critical resource and support system for BIPOC students. Let's celebrate some of our key achievements:

• Igniting Creativity: A Stellar Exhibition Debut
  Our flagship program, the Igniting Ideas: Emerging Artists Student Art Exhibition, had a successful launch in 2023. The event showcased the exceptional talent of 27 BIPOC student artists, receiving positive feedback and seamlessly integrating with our Mentors & Mimosas Gala. This inaugural exhibition set the stage for future showcases.
• Fueling Dreams: Grant Awards and Scholarships
  We were thrilled to be the recipient of Slalom Consulting's 2023 Social Equity grant, marking a significant milestone as our first ever grant award. This recognition paves the way for future funding opportunities. Building on this momentum, we awarded 9 scholarships totaling $6,000 to deserving BIPOC students pursuing studies in the Arts and STEM fields, empowering them to pursue their academic dreams.
• Strengthening Our Community: Building Connections
  We hosted our 3rd annual Back to School Community Fair, a vibrant event offering BIPOC students and their families access to much-needed school supplies, groceries, health screenings, and more. This event fosters a sense of community and celebrates the rich diversity within our group.
• Igniting a New Chapter: Brand Transition
  In the summer of 2023, we soft launched our transition from Ashe Arts & STEM to Ignite Arts & STEM. This change reflects our evolving mission to empower even more BIPOC youth as well as a desire for a name that better embodies the spark of creativity we ignite in our students. We're excited to embark on this new chapter with an identity that reflects our growing impact.

Commitment to the Work:

While this is a volunteer position, it is vital to our mission. Volunteering for a non-profit requires real dedication and commitment. Our mission depends on this. Please keep this in mind before responding.

Time:

We are seeking someone who could provide at least 8-10 hours per week on average of volunteer time (as needed) to support our efforts.