What are the responsibilities and job description for the Volunteer Executive Operations Assistant position at National Marine Mammal Foundation?
Position Summary
The Volunteer Executive Operations Assistant provides administrative assistance in San Diego to the Executive Operations Officer (EOO) and the President (CEO) of the NMMF.
Duties and Responsibilities
- Assists with in-person logistics at the Shelter Island office space, including fielding office use requests, managing office use calendar, scheduling and oversight of regular office cleaning, picking up mail, package notifications/distribution, and shipping for EOO and CEO
- Liaises with employees to ensure mail and packages are picked up in a timely manner
- Regularly checks marina office for packages dropped off outside of business hours and relocates packages to NMMF office for pickup
- Maintains office organization and inventory of office supplies, arranging storage spaces to ensure easy access to materials
- Supports with online and local supplies purchasing and tracking for EOO and CEO
- Assists with managing receipts, tracking basic expenses, and submitting reimbursement requests for EOO and CEO
- Manages office preparation and procurement for quarterly Board of Directors meetings
- Assists with coordination of fundraising and community events, including seeking local business sponsors
- Supports with donor communications and visits as needed
- Supports donor communications, including coordinating thank you notes and tax receipts, preparing and assembling materials for donor mailings, and updating records in the donor management system
- Assists with organizing local team meetings and events, such as lunches, socials, and quarterly all-hands, to include scheduling and coordinating with venues
- Runs occasional local errands, such as picking up supplies or dropping off items
- Supports the EOO with drafting and reviewing internal and external communications
- Creates, formats, and edits correspondence with minimal oversight
- Proactively manages and prioritizes incoming communications and ensures timely response
- Follows up on various tasking and activities to ensure closure, completion, and deadlines are being met
- Performs additional duties as requested by the EOO and CEO
Skills and Competencies
- Strong attention to details and organizational skills
- Superior communication skills, both written and verbal
- Demonstrates unwavering commitment to the organization’s mission
- Embodies the organization’s core values of integrity, compassion, and creativity
- Works both autonomously with minimal oversight as well as able to collaborate in a team setting
- Maintains professionalism and discretion at all levels of tasking and communication
- Proficient in professional etiquette for internal and external communications
- Proficient in Microsoft Word, Excel, and Powerpoint
- Proficient in Google Docs, Sheets, Drive, and Sites
- Preference will be given to applicants who have experience in a similar role, ideally in the field of conservation, science, or medicine, but not required
Time Commitment
This is a volunteer role with an expected time commitment of 5 to 15 hours a week, with the occasional opportunity to put in more time for specific project- or event-based needs. The candidate needs to be located in San Diego and able to check in at the Shelter Island office 2 to 3 days per week. The volunteer and the EOO will establish a regular schedule based on NMMF needs and volunteer availability.
