Position Overview

We seek a highly disciplined and enthusiastic Operations Assistant to support the day-to-day work of our organization. This role is designed for a proactive and self-motivated individual who thrives in an interdisciplinary environment, is passionate about our mission, and is eager to meaningfully contribute to our work. The Operations Assistant role focuses on day-to-day operations support while providing assistance to staff members in three main areas: programs, communications, and fundraising. This full-time position works closely with and reports to the Program Coordinator. 

Operations Assistant (Bilingual)

The successful candidate will:

1. have a service attitude—always ready to help a colleague add value to any project underway
2. be completely fluent in Spanish and English (comprehension, speaking, reading, and writing)
3. utilize excellent communication skills in English and Spanish to ensure team-based projects are completed efficiently
4. be curious, engaged, and engaging; demonstrate an openness and desire to learn Heart to Heart’s business and program models
5. bring enthusiasm and energy to our teams and to our mission!

Responsibilities

Communications / Fundraising

1. Assist in managing social media platforms (such as Instagram, LinkedIn, and Facebook) 
2. In collaboration with staff and consultants assist in the implementation of Heart to Heart’s annual communications plan, including assisting in the preparation of e-newsletters, direct mail letters, program materials, reports, other forms of communication
3. Assist in website maintenance (identifying pages needing updates, updating existing pages, creating new pages)
4. Under supervision, assist in stewarding ongoing relationships with donors and other supporters
5. Assist in documenting and analyzing outcomes of communications and fundraising projects
6. Gain demonstrated proficiency in constituent database (DonorPerfect) to assist in completing marketing, communications, and fundraising projects
7. Assist in documenting processes by drafting new “How-to” documents for communications and fundraising
8. During international training missions, assist in conducting interviews (in Spanish) with patient families, medical colleagues, and others
9. During international training missions, work closely with Program Coordinator to collect source materials (including photographs and videos as well as first-person stories)

Program

1. Assist in managing timely correspondence, including drafting, editing, sending, and documenting
2. As needed, provide English<>Spanish interpretation and translation
3. Assist in documenting and updating internal processes by drafting additional “How-to” documents regarding program model implementation
4. Under supervision, assist in stewarding ongoing relationships with medical volunteers and medical colleagues
5. Assist senior staff to draft, edit, and submit grant proposals and grant reports and provide year-round support with grants management
6. With Program Coordinator, make domestic and international travel arrangements for Heart to Heart volunteers and staff
7. During international training missions, work closely with Program Coordinator to document procedures performed and other teaching and training activities (metrics)
8. As needed, assist in conducting research

Administrative

• Provide general administrative support including scheduling, note-taking, document formatting and filing, and organizing and archiving
• Provide project management support including calendaring, meeting coordination, note-taking, milestones management, deadline management, and documentation
• Assist with organizational operations including ordering supplies and maintaining internal systems (e.g. Google Calendar, storage and filing systems, etc)
• Daily assistance in maintaining a clean and orderly office environment

Qualifications

Required:

• Bachelor’s Degree
• Bilingual, biliterate, and culturally competent
• Excellent communication skills (speaking and writing) in both English and Spanish
• Ability to take instruction and follow through to completion
• Aptitude and desire to learn key aspects of Heart to Heart’s business and program models
• Able to and enthusiastic about traveling internationally (primarily to Latin America) 
• Familiar with Google Suite and similar programs
• Basic familiarity with primary social media platforms (Instagram, LinkedIn, Facebook)

Preferred: 

• 2+ years experience in professional office setting
• Nonprofit background or strong interest in nonprofit field
• Familiarity with website management and graphic design (Adobe Suite)
• Experience using Excel
• Experience with CRM (such as DonorPerfect)