Administrative Assistant, US Mobilization

Jobtailor; Washington (District of Columbia); On-site; USD 52,000 - 72,000; Full time

Job summary

Jobtailor is seeking a detail-oriented Operations Programs Coordinator to support the Mobilization team. You will manage contracts, invoices, and key communications while coordinating team rhythms and onboarding for new staff, interns, and volunteers.

With 1–3 years in project or operations management, you will ensure accurate record keeping and effective use of tools. The role involves campaign logistics, events, and external communications in a dynamic nonprofit setting.

Qualifications

• 1–3 years of project, program or operations management experience.
• Strong written and oral communication skills.
• Demonstrated ability to manage multiple projects with competing deadlines.
• Proficiency with Microsoft Office suite and ability to learn new tools.

Responsibilities

• Serve as a primary internal point of contact for the Mobilization team.
• Manage contracts and invoice processes, ensuring timely approvals and alignment with budget.
• Coordinate team rhythms, staff meetings, planning sessions and internal communications.
• Support onboarding processes for new staff, interns, and volunteers.
• Maintain accurate records of engagements in Salesforce or similar systems.
• Develop and edit communication materials and partnership proposals.
• Oversee resources, materials, and inventory related to campaigns and events.
• Support external campaign communications and onboarding for volunteers and partners.
• Assist in planning in-person meetings and team-building activities.

Skills

Project management

Communication skills

Planning

Adaptability

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Responsibilities

• Serve as a primary internal point of contact for Mobilization team
• Manage all contracts and invoice processes, ensuring timely approvals and alignment with budget and partner expectations
• Manage the Mobilization inbox(es), ensuring timely, professional responses and that all opportunities are captured and routed appropriately
• Coordinate team rhythms, including staff meetings, planning sessions, and key internal communications
• Support development and execution of team onboarding processes and resources for new staff, interns, and key volunteers
• Support Mobilization team members in ensuring accurate and up to date records of key engagements and events within Salesforce CRM
• Assist in the development of communication materials, including presentations, emails, meeting briefs, and partnership proposals
• Oversee the catalog of external resources and materials
• Support the Champion, Student, and Peer to Peer audiences through external campaign communications and onboarding processes
• Assist in planning and executing in-person team meetings and team-building activities
• Oversee warehouse and inventory management for print, event and campaign materials; coordinate shipping and fulfillment for campaigns, events and conferences
• Participation in IJM’s community of spiritual formation

Requirements

• 1-3 years of project, program or operation management desired
• Bachelor’s degree in related field (communication, non-profit management, etc.)
• Proven track record of managing multiple projects with competing deadlines
• Proficiency with Microsoft Office suite of tools
• Demonstrated ability to learn and adapt quickly to the effective use of technology tools
• Strong written and oral communication skills
• Proficient in problem‑solving, planning and implementation skills
• Mature orthodox Christian faith as defined by the Apostles’ Creed