Programs Administrative Assistant

Free Wheelchair Mission (FWM) is a humanitarian, faith-based, non-profit organization based in Irvine, California, USA. Our mission is to provide the transforming gift of mobility to people with a disability living in developing nations as motivated by Jesus Christ.

There are an estimated 80 million people around the world today in need of a wheelchair. We are focused and committed to being a leading provider of mobility in developing countries, but beyond placing a recipient in a wheelchair, we are bringing transformation that opens doors to education, employment opportunities, and community that these individuals only dreamed of before receiving the gift of mobility.

Free Wheelchair Mission is seeking a Programs Administrative Assistant who not only meets the requirements of the job but has an interest in being part of an organization that is making a significant difference in the lives of individuals in need throughout the world.

Job Summary

This is a full-time, non-exempt position for a highly organized, detail-oriented professional with outstanding interpersonal skills and a strong sense of initiative. The Programs Administrative Assistant will be responsible for meeting the administrative needs of the Programs Team.

Responsibilties:

· Manage the Programs Director’s calendar and task list (ex: schedule meetings, organize task list, research and organize travel plans, complete cost comparisons).

· Assist the Programs Team in the management of email, mailings, letters, phone calls, internal communications, meeting minutes, meeting or event preparation, expense documentation, and monthly expense sheets.

· Maintain programs records and files, including continuous maintenance of information in databases.

· Liaise with Manufacturing, Marketing, Development, and Leadership teams to support the programs team with cross-departmental communication and file management.

· Assist with the management of grant and marketing asset timelines.

· Assist with stateside programs inventory and warehouse supplies.

· Assist with developing and implementing a system to update, maintain, and track department policies & procedures within an online platform.

· Provide administrative support such as data entry, working on and learning different project management or data storage platforms such as Smartsheet, SurveyMonkey and Salesforce.

· Perform other administrative duties and tasks as assigned by direct supervisor.

· Occasional evenings and weekends required.

· Share the message of Free Wheelchair Mission and our vision.

Minimum Experience and Required Skills:

· Minimum 1-year of experience in a comparable role as an Administrative Assistant.

· Proactive individual with ability to plan ahead and manage multiple tasks with confidence and good follow through.

· Excellent organizational skills with a commitment to accuracy and attention to detail.

· Outstanding verbal, written, and email communication skills.

· Excellent computer skills with proficiency in Microsoft Word, Outlook and Excel strongly preferred; experience with Smartsheet, and Salesforce database preferred.

· Ability to achieve Salesforce Super User status within a year. (customer database management software)

· Ability to learn and utilize project and task management systems to proficiency within a year.

· Minimum 2 years of college preferred.

· Strong interpersonal skills with ability to work well within a team.

· Have and maintain an active driver’s license preferred.

· Applicants must be currently authorized to work in the United States. No sponsorship is available for this position.

Physical Demands:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds.

All Free Wheelchair Mission employees who will engage in international travel may be required to have an up-to-date, complete COVID-19 vaccination if mandated by the country, the distribution partner, manufacturing sites to be visited or the CDC.

How to Apply:

Please send cover letter and resume addressing your experience in regard to the responsibilities and qualifications listed above to jobs@freewheelchairmission.org with Programs Administrative Assistant in the subject line.

Free Wheelchair Mission is an EQUAL OPPORTUNITY EMPLOYER. This position is employed “at will” by Free Wheelchair Mission.

Job Type: Full-time

Pay: $42,000.00 - $52,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Irvine, CA 92618: Relocate before starting work (Required)

Work Location: In person