Administrative Virtual Assistant

Job Summary: We're happy to be adding a reliable and empathetic Nonprofit Administrative Coordinator to serve as the administrative backbone of a small nonprofit supporting families affected by a rare medical condition. This role handles incoming inquiries from our community, keeps our donor records accurate, produces our newsletter, and keeps our shared files organized. This is an organization-focused administrative role, not an executive or personal assistant position. The ideal candidate is a tech-savvy self-starter who communicates with warmth and sensitivity and takes genuine ownership of the work. Key Responsibilities: Monitor and manage the organization's shared mailbox, responding to inquiries from families, donors, and partners with care and sensitivity

• Route or escalate inquiries that require input from leadership, and follow up to ensure nothing falls through the cracks
• Enter, update, and maintain donation records and donor information in the CRM (Little Green Light)
• Generate and reconcile donor and donation reports as requested
• Design and lay out the organization's newsletter using Canva and AI tools, including sourcing and preparing images
• Organize and maintain the Google Drive file structure so documents, templates, and records are easy to find and consistently named
• Document processes, logins, and account access so that all work is transparent, transferable, and never dependent on one person's memory
• Identify inefficiencies in current workflows and proactively suggest better tools, templates, or processes
• Support additional administrative projects as the organization's needs evolve
• Mandatory Skills: Excellent written English with strong command of tone, warmth, and sensitivity in written communication
• Genuine empathy and the ability to communicate compassionately with families navigating a lifelong medical condition
• Experience managing a shared or organizational inbox and handling inquiries end to end
• Comfortable learning and working in a CRM or donor database; accurate data entry with strong attention to detail

Proficiency with Google Workspace, especially Google Drive file organization and Google Docs/SheetsWorking knowledge of Canva or a similar design tool for newsletters and simple graphics

• Comfortable using AI tools to speed up drafting, layout, and research
• Highly tech-savvy and quick to pick up new platforms with minimal hand-holding
• Reliable, detail-oriented, and able to work independently
• Strong communication skills and a proactive approach to flagging issues and suggesting improvements
• Preferred Skills: Previous experience working with a nonprofit, charity, foundation, or mission-driven organization
• Familiarity with Little Green Light or another donor CRM (Bloomerang, Donor
• Perfect, Kindful, Neon, or similar)
• Experience with email newsletter platforms and basic email marketing
• Experience creating or maintaining SOPs and process documentation
• Personal interest in patient advocacy, healthcare, family support, or community-building work
• Ability to manage multiple projects simultaneously and set your own priorities

Why Join Us: This is a meaningful opportunity to be the administrative heart of a small, close-knit organization where your work directly supports families who need it. You will have real ownership of your areas, the freedom to improve how things are done, and a leadership team that trusts and values your input. If you want work that matters and a long-term home rather than a short-term gig, we would love to hear from you.