Executive Assistant/Volunteer Support

Agency Mission

ICT SOS aims to end human trafficking through prevention and awareness education; advocacy for survivors; and acting as a bridge between direct service professionals and community members who desire to help.

Job Overview

The Executive Assistant/Volunteer Coordinator supports the Executive Director and the Business & Staffing Coordinator by providing administrative support to leadership, program staff, volunteers, and Board members. The ideal candidate is a people-person with strong administrative skills, a commitment to community service, and the ability to manage multiple priorities in a nonprofit setting.

Responsibilities and Duties:

Executive Assistant

• Manage calendars, schedule meetings, and coordinate logistics for internal and external events.
• Prepare, format, and edit correspondence, reports, and presentations.
• Greet visitors, answer phones, and respond to general inquiries with professionalism and warmth.
• Provide general administrative support, including filing, scheduling, and document preparation.
• Track office inventory and order supplies within budget.
• Help with grant proposal preparation, reporting, and data entry as needed.
• Maintain confidentiality and professionalism in all communications and documentation.

Volunteer Support

• Connect community members with the organization’s mission.
• Provide administrative and logistical support for volunteer programs and events, including Next Step trainings.
• Assist with volunteer recruitment, onboarding, training sessions, and orientations.
• Maintain and update volunteer databases and schedules.
• Prepare and distribute volunteer communications, including emails, newsletters, thank-you notes, and recognition materials.
• Track volunteer hours, generate reports, and assist with impact metrics for internal and external use.
• Respond to volunteer inquiries in a timely and welcoming manner.
• Help plan and coordinate volunteer appreciation activities and events.
• Collaborate with program staff to identify volunteer needs and ensure coverage.
• Track inventory and coordinate assembly and distribution of Fresh Start Bags.

Qualifications:

Proven experience as an administrative assistant or similar role or volunteer coordination, preferably in a nonprofit setting.

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Proficiency in Microsoft Office Suite and/or Google Workspace.
• Strong interpersonal and communication skills; able to engage positively with diverse groups of people
• Strong organizational and multitasking skills.
• Excellent verbal and written communication.
• Comfort working with diverse populations and a commitment to the mission of the organization.
• Ability to manage time effectively in a team-oriented environment.
• Self-directed and able to work with minimal supervision.

Preferred Qualifications:

• Familiarity with grant reporting and/or board support.
• Experience working directly with volunteers or in volunteer program administration.
• Familiarity with CRM or volunteer management platforms.
• Familiarity with Wordpress
• Event planning or coordination experience is a plus.

Job Type: Full-time

Pay: $37,000.00 - $40,000.00 per year

Benefits:

• Employee assistance program
• Paid time off
• Professional development assistance

Experience:

• Volunteer management: 1 year (Preferred)

Work Location: In person