Administrative Assistant - Advocacy and Volunteer Engagement (49204)

Job Title Administrative Assistant – Advocacy and Volunteer Engagement Job Details Location: Legal Address - King of Prussia, PA 19406 Type: Full Time Job Overview The Administrative Assistant - Advocacy and Volunteer Engagement provides administrative support to all Advocacy and Volunteer program activities and initiatives. Administrative performance will be critical to the Advocacy and Volunteer Engagement department’s overall effectiveness and ability to deliver quality programs in a timely and cost‑effective manner. Responsibilities Maintain and respond to routine correspondence and phone calls; type, file, scan, print, bind, assemble, and distribute digital and hard copy materials. Organize, prepare, and support all mailing projects, including advocacy and volunteer‑related materials. Manage expense reports for department staff and volunteers as assigned. Draft meeting minutes for Board Committee and department meetings. Participate in the development and implementation of effective processes, including formatting, updating and organization of the department’s Standard Operating Procedures (SOPs) and use of technology, including agency’s advocacy and legislation tracking software. Support quality assurance efforts by proactively identifying opportunities to support the Advocacy and Volunteer programs’ growth while ensuring quality output. Provide direct support to senior department staff by managing travel arrangements, monthly expense reports, and scheduling external meetings. Track and ship all promotional materials for the Volunteer Services Team (expo tablecloths, banners, etc.). Assist the Volunteer Services Manager with administrative duties to support the Ambassador Cohort (onboarding, reporting, assemblies, and Annual Summit). Support in the planning and shipping for the annual education conference and provide on‑site support at the event. Maintain department/company database(s) as assigned, including data entry, data auditing, report generation, mailing lists, and program‑related letters. Enter, track, and report on program evaluation data; support staff with data collection, verification, and other tasks as needed. Organize and maintain electronic, confidential, and time‑sensitive documents, files, and records; manage e‑signature documentation. Proofread and input campaign text and graphics; organize campaign templates and other material for legislative advocacy. Generate and pull reports on advocate and volunteer activities; support any advocacy mailings. Participate in agency‑wide administrative functions, including reception support. Assist in ordering and restocking office and kitchen supplies; support management of conference rooms and café area. Answer the main phone line and triage calls as needed, in coordination with other Assistant‑level staff. Follow company policies and practices and take care of company property. Occasional evening availability to accommodate volunteer schedules. Travel for organizational meetings and events as needed. Qualifications Bachelor’s degree preferred. 2‑3 years of administrative support experience required. 2‑3 years of data entry, query, and general database use preferred. Salesforce experience a plus. Strong written and verbal communication skills across phone, virtual, email, and in‑person channels. Adept at independent research and internet searches. Strong Microsoft Office Suite/365 skills required. Working knowledge of Adobe Acrobat Pro, SignRequest, Quorum or similar grassroots advocacy software, WordPress, and/or Marketing Cloud a plus. Well organized and detail oriented. Benefits Medical, dental and vision insurance for eligible employees working 30 hours or more per week – AFTD covers 100% of individual medical coverage. Employer‑paid basic life insurance and AD&DD. Employer‑paid short‑term and long‑term disability insurance. Identity protection. Voluntary term life/AD&DD. Hospital indemnity, accident, and critical illness insurance. Pet discount program. Employee assistance program. SIMPLE IRA with company match. Generous paid vacation and sick time. 14 paid holidays. 4 weeks paid parental leave. Hybrid working environment with the opportunity to work remotely up to 3 days per week. Business casual dress code. EEO Statement AFTD is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. All of your information will be kept confidential according to EEO (Equal Employment Opportunity) guidelines. AFTD participates in E‑Verify. Learn more about applicant rights under Federal Employment Laws. #J-18808-Ljbffr The Association For Frontotemporal Degeneration