1_Administrative Assistant

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Job Description: Volunteer Administrative Assistant, Ignite Arts & STEM (Remote)

Ignite Arts & STEM Seeks Tech-Savvy Virtual Administrative Volunteer!

Position Summary:

Reporting to the Board of Directors, the Volunteer Administrative Assistant will provide essential administrative support to Ignite Arts & STEM. This role requires comfort with technology and the ability to work independently in a fully remote environment.

Calling All Passionate and Organized Individuals! (High School Juniors/Seniors, College Students, Stay-at-Home Parents, Retirees Welcome!)

Ignite Arts & STEM, a dynamic volunteer-powered organization, seeks 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 must reside in the United States and can be located anywhere within the country as all meetings are virtual.

Are you a:

• High school Junior/Senior looking for volunteer experience?
• College Student looking for a meaningful volunteer experience or class credit?
• Stay-at-Home Parent seeking to utilize your organizational skills?
• Homeschooler with a passion for education?
• Retiree with valuable experience and a heart for helping young people?

If so, we encourage you to apply! This is a 100% volunteer opportunity where you'll play a vital role in supporting our mission.

What this role is ALL about:

• Professionalism: We value commitment and clear communication. This role requires dedicated and consistent contributions.
• Teamwork: You'll work closely with the Board and other volunteers in a virtual environment.
• Attention to Detail: Accuracy and organization are crucial for managing calendars, communications, and records.
• Tech Savvy: Comfortable using various software platforms is essential.

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

• Virtual Workplace Proficiency: Highly organized and detail-oriented, you excel at prioritizing tasks, meeting deadlines, and working independently online. Clear and consistent communication is essential.
• Organizational and Communication Skills: Your meticulous record-keeping and excellent written and verbal communication skills are invaluable.
• Passion for Our Mission: You share our dedication to empowering BIPOC youth in Arts & STEM.
• You reside in the United States: You live in the United States and are able/willing to work within Los Angeles working hours (Pacific Standard Timezone).

What this role is NOT: Unfortunately this role is not a fit for everyone

This Volunteer Administrative Assistant position at Ignite is not a short-term, transactional opportunity. It is not designed to fulfill court-ordered community service requirements, satisfy visa or residency volunteer obligations, or provide temporary work experience while awaiting full-time employment. We are not a "pass-through" organization for individuals seeking to quickly accumulate volunteer hours. Instead, we are seeking dedicated individuals who are genuinely passionate about Ignite's mission and are committed to making a meaningful, sustained contribution to our team. This role requires a sincere desire to support our work and a willingness to invest time and effort in our organization's success.

Make a Difference Through Administrative Excellence!

As a Virtual Administrative Volunteer, you'll provide exceptional support.

Core Responsibilities:

• Scheduling: Manage calendars, schedule meetings, and coordinate appointments.
• Communications: Draft and distribute internal and external communications (newsletters, emails, social media).
• Event Support: Assist with event planning and execution.
• Record Keeping: Maintain accurate and confidential records.
• General Support: Perform general clerical duties and support tasks as needed.

Additional Responsibilities (may vary):

• Manage social media posting schedules (using Buffer and other platforms).
• Contribute to website content (WordPress).
• Collaborate with other volunteers.
• Attend and take minutes at monthly Board meetings.
• Assist with database management.
• Prepare materials for Board meetings.
• Maintain organizational archives.
• Conduct prospect research.
• Assist with basic bookkeeping.
• Coordinate website and social media updates.
• Contribute to newsletter production.
• Assist with donor communications.
• Coordinate bulk mailings.
• Ensure accurate organization information on platforms like Guidestar and Charity Navigator.
• Take on additional administrative, clerical, or project duties as assigned.

Essential Qualities:

• Discretion and confidentiality.
• Strong multitasking, organizational, and time management skills.
• Proficiency with computers and various software programs.

Minimum Requirements:

• Reside in the United States.
• High school diploma or equivalent (Associate's or Bachelor's degree a plus).
• Mobile phone and computer.
• Proficiency in a major cloud-based productivity suite (Microsoft Office or Google Workspace).
• Adaptability to new technology: Ability to learn and become proficient in our software (Buffer, Canva, HubSpot CRM, Google Meet, Asana, Monday.com, WordPress, and WhatsApp).
• Proactive and self-directed.
• Flexibility and adaptability.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills.
• Friendly and professional demeanor.
• Dependability and punctuality.

Major Plusses (not required):

• Expertise with CRM and task management tools (HubSpot, Salesforce, Asana, Monday.com, etc.).
• Experience with meeting platform tools (Google Meet, Zoom, WebEx).
• Experience with social media management apps (Buffer, Hootsuite, etc.).

Commitment to Excellence:

• Strong organizational skills and commitment to accuracy.
• Upholding confidentiality, integrity, and professionalism.

Application Process:

1. Express Interest: Through VolunteerMatch.
2. Complete Video Interview/Application: A short video interview via our video interview platform will be required. You will be directed to our video interview platform after you express interest in our volunteer role.
3. Interview: Shortlisted candidates will be invited for a virtual interview with the Board.

Clear Communication Matters!

We prioritize candidates who respond promptly to communications.

Passion for our mission is a must!

Ignite Arts & STEM empowers BIPOC youth through Arts & STEM education.

Physical Requirements:

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

Commitment to Our Mission:

Ignite Arts & STEM empowers BIPOC students pursuing careers in Arts & STEM. We actively seek candidates who strengthen diversity, equity, and inclusion. Ignite Arts & STEM does not discriminate.

Time Commitment:

8-10 hours per week (average, as needed).