Administrative Assistant

Position Summary

Seeking a reliable, organized part‑time Administrative Assistant to support a small 501(c)(3) nonprofit (ALD Alliance/Newborn Screening Alliance). The role combines administrative, research, communication, and basic marketing tasks (social media, email blasts). Ideal candidate is proactive, detail‑oriented, comfortable juggling multiple priorities, and experienced with digital tools. This is a good opportunity for someone with an administrative skillset to gain experience in the nonprofit field.

Hours & Location

• Part‑time: 15–25 hours/week (flexible; some core overlap 9am–3pm ET preferred)
• Remote with occasional in‑person meetings in NYC area 
• Hourly pay: $20–$25/hr (depending on experience) or salary equivalent

Key Responsibilities

• Draft and schedule email blasts and newsletters (Mailchimp or similar) and maintain mailing lists
• Maintain and edit content for 3 websites as needed, including creating online campaigns for fundraising events
• Send out care packages via UPS to families as requested via established care package program; order supplies from established vendors as needed 
• Support policy and advocacy initiatives: schedule stakeholder meetings, prepare briefing notes, compile organizational summaries to support clinician-driven research efforts and grant proposals
• Assist with event logistics and virtual/in‑person convenings, including an annual stakeholder meeting in the NYC area which may include a 1-night hotel stay covered by the organization

Marketing & Social Media

• Create and schedule social media posts (LinkedIn, Twitter/X, Facebook, Instagram) using brand guidelines
• Help with engagement with rare disease families that reach out for support or opportunities to help with newborn screening advocacy
• Design simple graphics and templates in Canva; curate content calendar, including an annual “Newborn Screening Awareness Month” social media campaign and monitor engagement
• Track basic social metrics and prepare short monthly reports

Research & Projects

• Conduct internet and public record research on policy, funding, stakeholders, or properties as requested
• Prepare concise summaries, spreadsheets, and presentations for meetings

Required Qualifications

• 2+ years administrative or assistant experience (real estate or sales,, nonprofit, or small business preferred)
• Strong written and verbal communication skills; professional email etiquette
• Proficient with Microsoft Office, Google Workspace, and calendar management
• Familiarity with Mailchimp (or similar), Canva, and basic social media management tools
• Highly organized, detail‑oriented, reliable, and able to work independently

Preferred Qualifications

• Experience in nonprofit or grassroots advocacy
• Basic graphic design sense and copywriting ability
• Experience with CRMs 
• Knowledge of newborn screening, public health, or healthcare policy (helpful but not required)

Core Competencies

• Time management and prioritization
• Discretion and professionalism handling confidential information
• Initiative and problem solving
• Customer/client service orientation

Equipment & Tools

• Must have reliable internet and a quiet workspace
• Provide your own laptop; organization will provide access to required accounts and software
• Must have dedicated space for care package inventory (approximately 4ft x 2ft x 2ft)

Performance Metrics

• Timeliness and accuracy in scheduling, communication, and task completion
• Engagement and growth of social/email metrics per agreed targets
• Successful support of transactions/events without missed deadlines

Application Instructions

Send resume, brief cover letter describing relevant experience, and two professional references to: info@newbornscreeningalliance.org with subject line “Part‑Time Personal Assistant Application — [Your Name].” Include your availability (hours/week) and desired hourly rate.

Sample Trial/Onboarding

• 2–4 hour paid trial task set to evaluate fit (scheduling + sample social post + short research brief)
• 30–60 day onboarding with weekly check‑ins and documented SOPs

If you’d like, I can also:

• Create a two‑column Word job posting template ready to upload, or
• Write a short screening questionnaire to include with applications. Which would you prefer?

screening questionnaire

Screening Questionnaire — Part‑Time Personal Assistant (Real Estate & Nonprofit)

Instructions: Complete and return with your resume and cover letter. Answers should be concise. Estimated time: 10–15 minutes.

Applicant name:

Email:

Phone:

Location (city, state):

Available start date:

Preferred hours/week and typical availability (days/times):

1. Experience snapshot

• How many years experience as an administrative assistant, personal assistant, or similar? List roles and dates (2–3 bullets)
• Have you supported nonprofit advocacy or policy work? (Yes / No). If yes, describe one project.

1. Technical skills (rate yourself: Basic / Proficient / Expert)

• Google Workspace (Gmail, Calendar, Drive):
• Microsoft Word / Excel:
• Mailchimp or email marketing platforms:
• Canva or basic graphic editing:
• CRM experience (name platforms):
• Scheduling tools (Calendly, Doodle, etc.):

1. Social media & communications

• Which platforms do you routinely manage? (select all that apply) LinkedIn / Twitter(X) / Facebook / Instagram / Other:
• Provide a one-sentence example of a post you would write to promote a nonprofit event.
• Describe your experience creating email blasts (audience size, frequency, tools used).

1. Research & organization

• Describe a time you performed research and summarized findings for a stakeholder. One short paragraph.

1. Situational questions (brief responses)

• You notice an email blast is scheduled with an outdated link and it’s set to send in 30 minutes. What steps do you take?
• A nonprofit stakeholder meeting needs background notes in 48 hours. How would you prepare and prioritize?

1. Availability & logistics

• Are you able to commit to 15–25 hours/week? (Yes / No) If no, state preferred hours.
• Are you available for occasional in-person meetings in NYC? (Yes / No)
• Do you have reliable internet and a quiet workspace? (Yes / No)

1. Compensation & trial

• Desired hourly rate:
• Are you available for a paid 2–4 hour trial task if requested? (Yes / No)

1. References

• Provide 2 professional references (name, role, relationship, email, phone).

1. Sample mini-task (attach results)

• Draft a 1-paragraph social post (≤40 words) promoting a virtual policy briefing about newborn screening on LinkedIn.
• Create a 2–3 sentence subject line + preview text for an email blast inviting partners to a stakeholder convening.

Optional: Link to any relevant work samples (Canva designs, past social posts, sample briefs) or portfolio.

Please return completed questionnaire, resume, and cover letter to elisa@aldalliance.org with subject line: “AA Screening Questionnaire — [Your Name]”.