Office Administrator

United Help Ukraine; Fairfax (VA); On-site; USD 47,000 - 63,000; Full time

Benefits offered by this job

Health benefits

Job summary

United Help Ukraine seeks an Office Administrator to manage daily operations, communications, and logistics for a fast-paced nonprofit team in the United States. The role requires strong English skills and Ukrainian language proficiency, with a focus on confidentiality and independent work.

The successful candidate will support program managers, coordinate meetings and travel, handle correspondence, and assist with events and donor outreach while upholding high professional standards.

Qualifications

• 2+ years of professional experience in administration, office management, or nonprofit settings.
• Excellent English written and verbal communication.
• Proficiency in Ukrainian language.
• Experience with MS Office and Google Workspace.

Responsibilities

• Oversee administrative duties and ensure the office operates smoothly.
• Greet visitors, answer calls and emails, and draft communications.
• Maintain calendars, schedule meetings, and coordinate logistics.
• Handle basic invoicing and financial records for the team.
• Support events, fundraising activities, and volunteer coordination.
• Provide support to Program Managers and interact with the Board as needed.

Skills

English proficiency

Ukrainian language

Organizational skills

Time management

Tools

MS Office

Google Workspace

Job description

United Help Ukraine (UHU) provides the people of Ukraine with critical support, enabling them to survive in the face of adversity, protect their sovereign territory, and rebuild and thrive well into the future.

UHU delivers humanitarian, medical, and psychological assistance to those affected by the war while fostering education, empowering communities, and supporting long-term recovery. As a steadfast advocate, UHU raises global awareness of Ukraine’s plight.

We are looking for a competent and skillful Office Administrator to fulfill this key role. The ideal candidate will possess a strong desire to help Ukrainian people, exhibit high professional standards, have excellent written and verbal communication skills in English, and be fluent in Ukrainian. The successful candidate will be able to undertake a variety of office and program support tasks and work diligently under pressure, is a quick learner, and can maintain confidentiality, follow established protocols, and work independently.

Salary offered is $55,000, health benefits available.

RESPONSIBILITIES

Office Management & Support

• Oversee and support all administrative duties for United Help Ukraine, ensuring the office and team operate smoothly.
• Perform receptionist duties: greet visitors, answer and direct phone calls and emails, and draft emails and other correspondence.
• Maintain the team calendar, schedule staff meetings, and coordinate miscellaneous team logistics.
• Ensure file organization is maintained according to office protocol.
• Handle basic invoicing and payment processing.
• Manage office supplies, replenishing as needed, and maintain bills and other financial records for the team as requested
• Perform other clerical duties such as filing, photocopying, transcribing, proofreading, and faxing.
• Provide administrative support to the team, including scheduling meetings, maintaining calendars, arranging travel, conducting research, and preparing reports.
• Interact with and provide support to the Board of Directors, including meeting scheduling and distribution of board materials.
• Provide support to Program Managers/Directors as needed.
• Perform other duties relevant to administrative functioning, as assigned.

Event Support

• Assist with internal and external events hosted by United Help Ukraine, including coordinating with vendors and venues.
• Help plan and coordinate logistics for fundraising events, community events, and other organizational activities.
• Provide on-site support during events, including setup, guest coordination, and breakdown.

Mailing Campaigns Support

• Receive and sort incoming mail/deliveries and manage outgoing mail in a timely manner.
• Support the organization's mailing and outreach campaigns, including preparing donor and supporter mailings.
• Coordinate with volunteers supporting internal and external events.
• Assist with recruiting, scheduling, and communicating with volunteers.
• Serve as a point of contact for volunteer inquiries and support needs.

QUALIFICATIONS

• 2+ years of professional experience in administration, office management, or a nonprofit setting.
• Strong attention to detail and organizational skills, ability to manage multiple tasks and meet deadlines.
• High level of initiative, with excellent problem-solving and critical-thinking skills.
• Proficiency in Ukrainian language and knowledge of Ukrainian and Ukrainian-American audiences.
• A positive attitude and the ability to work effectively with all types of people.
• Strong English-language written and verbal communication skills.
• Strong collaborator who works well independently or on team projects.
• Experience with MS Office and Google Workspace;

Excellent time-management and prioritization skills.

• Ability to work independently under pressure in a fast-paced work environment with changing priorities.