Administrative Assistant

The Glebe - LifeSpire; Glen Allen (VA); On-site; USD 42,000 - 56,000; Full time

Job summary

LifeSpire of Virginia in Glen Allen, Virginia is seeking an Administrative Support Coordinator to provide organized, detail-oriented administrative support to both the Philanthropy Program and AgeSmart. Based in Glen Allen, you will help ensure efficient processes, accurate recordkeeping, and responsive service for multiple teams.

The ideal candidate will handle routine tasks, coordinate events, manage donor and member documentation, and maintain program materials with a high level of

Qualifications

• Must be organized and detail-oriented with a focus on accuracy.
• Strong communication and ability to handle confidential information.
• Ability to manage multiple priorities across Philanthropy and AgeSmart teams.

Responsibilities

• Provide administrative support to the Philanthropy Program (Virginia Baptist Homes Foundation) and AgeSmart.
• Process gifts and maintain donor database; prepare reports as needed.
• Coordinate events, seminars, and member-related activities; assist with admissions paperwork.
• Prepare member paperwork, contracts, and provider information; support daily operations.
• Maintain databases, mailing lists, and program materials; ensure confidentiality of records.

Skills

Organized

Detail-oriented

Communication skills

Discretion / Confidentiality

Job description

Administrative Assistant

LifeSpire of Virginia | Glen Allen, Virginia

About LifeSpire of Virginia

At LifeSpire of Virginia, we believe aging is an opportunity to live fully, connect meaningfully, and continue growing at every stage of life. Our mission is to inspire individuals to live their best lives by providing exceptional services, meaningful connections, and opportunities for growth and fulfillment.

As a not-for-profit organization, LifeSpire of Virginia is committed to creating vibrant communities, supporting individual well-being, and making a positive difference in the lives of those we serve. Through our commitment to service, innovation, and person-centered care, we help older adults live with purpose, dignity, and confidence.

Why Join LifeSpire of Virginia?

• Mission-driven work: Make a meaningful impact by supporting programs that enhance the lives of older adults.
• Variety and collaboration: Work with two distinct teams and contribute to a range of administrative, philanthropic, and member-focused initiatives.
• Meaningful relationships: Help strengthen donor connections, support community engagement, and enhance the member experience.
• Purpose beyond the everyday: Contribute to the success of programs that advance our mission and support older adults in living life to the fullest.

Position Overview

LifeSpire of Virginia is seeking an organized, detail-oriented, and service-minded Administrative Support Coordinator to provide administrative support to both the Philanthropy Program, conducted by the Virginia Baptist Homes Foundation, and AgeSmart, our continuing care at home program.

Based in Glen Allen, Virginia, this position supports the day-to-day operations of both teams, helping ensure efficient administrative processes, accurate recordkeeping, responsive service, and successful program and event coordination.

The ideal candidate is proactive, adaptable, and comfortable managing multiple priorities while maintaining the highest standards of professionalism, confidentiality, and accuracy.

Key Responsibilities

Philanthropy Program – Virginia Baptist Homes Foundation

• Receive and process charitable gifts, including preparing bank deposits and completing required documentation for the Finance team.
• Maintain the Raiser’s Edge donor database, including gift entry, data integrity, record updates, and general database maintenance.
• Manage development records and coordinate donor acknowledgments in a timely and accurate manner.
• Prepare weekly gift reports and other reports as requested by management.
• Support the development team with event logistics, RSVP tracking, and other event-related activities.
• Process Foundation invoices for payment in coordination with Corporate Accounts Payable.
• Provide general administrative support to the development team, including meeting preparation, supply ordering, filing, phone coverage, copying, mail processing, mailings, reservation management, and other office-related tasks.
• Maintain the confidentiality of all donor, resident, and organizational records.
• Adhere to the Association of Fundraising Professionals (AFP) Code of Ethical Standards and applicable professional practices.

AgeSmart – Continuing Care at Home

• Provide general administrative support to the AgeSmart team, including meeting preparation, supply ordering, filing, phone coverage, copying, mail processing, mailings, reservation management, and other administrative tasks.
• Prepare and distribute member paperwork, contracts, provider information, and related documentation.
• Coordinate seminars, open houses, wellness programs, and other special events.
• Support the admissions process by obtaining medical records and following up with physician offices as needed.
• Maintain adequate supplies of program materials, including Disclosure Statements, Information Packets, New Member Packets, Medical Release Letters, Financial Applications, Member Applications, Medical Information Forms, and other related documents.
• Maintain databases and mailing lists for members, prospective members, professionals, and community contacts.
• Perform other related duties and special projects as assigned.

The Ideal Candidate

The successful candidate will be dependable, organized, detail-oriented, and committed to providing excellent administrative support. They will demonstrate sound judgment, strong communication skills, and the ability to manage competing priorities while supporting the needs of multiple teams.

A commitment to confidentiality, accuracy, teamwork, and exceptional service is essential to success in this role.

Join Our Team

If you enjoy keeping operations organized, building positive relationships, and supporting work that makes a meaningful difference in the lives of older adults, we invite you to explore a career with LifeSpire of Virginia.