Administrative Assistant – Alumni Relations

At Amen Clinics Inc. / MindWorks Innovations Inc., our mission is to be recognized as the global leader in brain and mental health. As an ESOP (Employee Stock Ownership Plan) company, every team member is an owner, contributing to our success and benefiting from it.

Founded in 1989, Amen Clinics provides holistic, evidence-based mental health care to patients of all ages. Our multidisciplinary team includes psychiatrists, integrative physicians, nutritionists, therapists, and wellness coaches — all committed to transforming lives through better brain health.

Position Summary

We are seeking a part-time Administrative Assistant – Alumni Relations to support the operations and development of the newly established Amen Clinics Brain Warrior Alumni Network (ACBWAN). This dynamic role requires a highly organized, tech-savvy individual who can thrive in a rapidly evolving environment.

The position entails frequent interaction with volunteers, scheduling and coordinating both in-person and virtual events across the country, and occasional in-person attendance at alumni events in the Los Angeles basin area. The successful candidate will also provide key administrative support for data systems, communications, content engagement, and alumni-centered initiatives. This role may expand into a full-time opportunity as the program grows.

Key Responsibilities

Data & Portal Management

• Maintain and update alumni records in the Hivebrite platform.
• Oversee data migration from the BestNotes EMR system.
• Ensure database integrity and consistent updates.

Communications Support

• Draft and deploy monthly meeting notices to alumni network committees.
• Maintain accurate records of responses and track attendance for such meetings.
• Ensure professional and timely delivery of all digital communications.

Excel Reporting & Analytics

• Create and manage spreadsheets tracking alumni engagement.
• Develop visual dashboards and data summaries.
• Analyze trends to inform strategic planning and program growth.

Content & Social Media

• Suggest and contribute ideas for campaigns to boost alumni engagement.
• Support content dissemination across appropriate alumni channels.

Event Coordination

• Assist in planning alumni chapter events and ambassador trainings.
• Schedule and organize logistics for both in-person and virtual events nationwide.
• Coordinate vendors, travel, and supplies as needed.
• Serve as a point of contact for chapter leads and event hosts.

Inventory & Vendor Management

• Track and manage program materials and branded merchandise.
• Order promotional items and monitor shipments.

Administrative Support

• Handle document creation, data entry, filing, and correspondence.
• Support preparation of materials and supply orders for alumni initiatives.
• Maintain organized documentation of all program activities.

Other Duties

• Provide general support to the Alumni Relations Coordinator.
• Take on new responsibilities and tasks as the program continues to evolve.

Qualifications and Requirements

• Minimum 1 year of experience in alumni relations, event planning, or administrative support.
• Proficiency in Microsoft Excel and Microsoft Office Suite.
• Working knowledge of SMS platforms (e.g., Twilio, ClickSend, SimpleTexting).
• Familiarity with major social media platforms (Facebook, Instagram, LinkedIn).
• Strong written and verbal communication skills.
• Highly organized, self-directed, and adaptable to a changing work environment.

Knowledge, Skills, and Abilities

• Strong attention to detail and ability to manage multiple priorities.
• Proactive problem-solver with a collaborative mindset.
• Strong interpersonal skills to work with a variety of individuals such as staff, vendors, and alumni volunteers.
• Comfortable with digital systems and data entry.
• Ability to work independently and collaboratively.

Physical Requirements

• Ability to lift up to 50 lbs.
• Prolonged periods of sitting and computer use.
• Frequent use of hands and fingers with office equipment.
• Occasional standing, walking, and lifting.
• Regular communication through email, phone, and video conferencing.

Work Environment

• Remote work within a temperature-controlled indoor environment.
• Moderate noise level.
• Reasonable accommodation provided as needed.

Job Type: Part-time

Pay: $25.00 - $30.00 per hour

Work Location: Remote