Internship: Administration

Job Description

The Administrative Intern provides administrative support in different forms to the Executive Director primarily, but not exclusively, and would also work with the Programming Coordinator, Community Engagement and Programming Assistant, and any other Operations Team Members that may require support from time to time.

This support roles aims to strengthen the abilities and skills on the intern in administrative management within the non-profit context, and will span from the creation and distribution of letters to communication 101 to database management.

This role would also require working on special projects, assigned periodically, and most work assignments would occur during the weekday, with some weeknights and weekends, as may be necessary, based on assignments given. There is flexibility with hours and any academic obligations, where necessary, will be fully accommodated.

Reports to: Executive Director
Position Status: Contract (Part Time)

Work Style: Hybrid (In-person & Remote)

Key Attributes: Strong desire to listen, learn and adapt; Detail Oriented - Pays very close attention to details; Passionate about girls work; Strong and Steady work ethic, dependable, positive attitude, self-motivated, and team-oriented; effective communicator, flexible, and good humour.

Duties and Responsibilities:

• Provides administrative support to the Executive Director primarily, which may include paperwork, database, files, donor letters, annual appeals, board meeting preparation, calls, etc.
• Provides administrative support, from time to time, to the Programming Coordinator, Community Engagement and Programming Assistant, and any other Operations Team Members, which may include e-mail support, general documentation, calls, etc.
• Coordinates the preparation, printing, mailing of Annual Appeal, digital Annual Report quarterly newsletters and any other documentation.
• Records and tracks all donations, generates acknowledgement letters, runs reports as requested.
• Maintains electronic and hard copy records and files, as directed.
• Maintains and updates the organisation’s database, as required.
• Maintains data entry for beneficiary services, run monthly report for meetings.
• Maintains a general monthly calendar listing events, programming and meetings.
• Assists with the day to day office operations and office equipment supplies and repairs.
• Checks general Voicemail and email daily and re-direct correspondence, where necessary.
• Prepare agenda and records minutes for Operations Team meetings.
• Maintains confidential nature of information obtained; exercises discretion in handling confidential and privileged information.
• Prepares various documents in Word, Excel or PDF upon request of the Executive Director.
• Other duties as assigned.

Qualifications

• CXC English, Mathematics and Office Administration (Completed or In-Progress)
• Computer skills (Microsoft Office, Google Suite, etc.)
• Basic bookkeeping skills
• Ability to collaborate well with others, with strong communication skills
• Ability to maintain confidentiality and uphold clear boundaries

Please be aware that a writing sample may be required from finalists for this position.

NOTE: Any description of work is a picture of the major responsibilities of a position at a given point in time. Jobs are dynamic and assignments/priorities may change. The primary purpose of this description is to outline and communicate key tasks and expectations for the position. This description does not imply or create a contractual relationship.

How To Apply: Please submit a cover letter (maximum one-page) and a resume (maximum two-pages and must include one character reference and one academic reference) to recruit@iamagirl.ngo with “Internship: Administration Application” in the subject line. This opportunity will remain open until filled.

Due to the volume of applications, we will only contact applicants that have been shortlisted for interview rounds.