Admin Job Description

Administrative Assistant, Veterans Day Parade, Inc (CS) 

Colorado Springs Veterans Day Parade, Inc.
 

POSITION DESCRIPTION
Administrative Assistant – Non Profit organization needs individual committed to supporting the planning, organization and execution of a one day city event honoring the Colorado Springs military community.  The individual must be willing to commit for a full year or longer.  This is a part time position with fluctuating hours.  

General Description:
 

The Executive Assistant for the Colorado Springs Veterans Day Parade must have a strong passion for the military community; active, deployed, and retired. This individual must have a desire to work for a non-profit and with the Board of Directors in their combined efforts to plan, coordinate and execute the annual parade in Colorado Springs. The parade honors veterans past, present and future; increases community awareness of the sacrifices our veterans have made for our nation's freedom, and recognizes the many military support organizations in the community. The parade is always the first Saturday in November.
 

This is a work from home position with the parade mobile phone provided to conduct parade business. Mail is delivered to 431 N. Cascade Avenue to maintain a business appearance while protecting the privacy of the Administrative Assistant's home.
 

Position Requirements:
 

1. Experience working for a non-profit organization a plus.  

2. Resident of Colorado Springs.

3. Positive and supportive attitude toward military and purpose of the event.
4. Basic computer skills a must; word and excel.  Mail merge helpful.   

5. Able to compile information and complete city, state and sponsor request forms electronically.

6. Able to adapt to changing work requirements, including monthly board meetings.

7. Individual will report to the Board of Directors.

8. Must be able to interact with sponsors, volunteers, event participants and the military. 

9. Oral and written communication skills important.

10. Maintain confidentiality with financial information and parade planning information.

11. A college degree is helpful but related work experience maybe acceptable.
 

Specific Responsibilities:
 

1. The Administrative Assistant is the primary contact person for all parade business.
2. Completes the many requests for financial support from local businesses, the city of Colorado Springs, and for volunteers from Colorado Springs Utilities.
3. Makes contact with other financial and in-kind sponsors to confirm their support for the parade in the coming year.
4. Completes the State online reports for 501(c) 3 non-profit organizations.
5. Contacts the accountant that prepares the state and federal taxes to ensure he has all the necessary information.
6. Makes contact with the parade insurance company to ensure insurance is paid for and in place for Parade Board and the parade day event – 30 days in advance of parade.
7. Prepare sponsor Thank You packages for presenting sponsors that were unable to attend pre parade receptions but that need to be recognized as for their financial support.
8. Prepares sponsor packages for solicitation of new sponsors.
9. Updates the parade website -- www.cosvetsparade.org
10. Contacts graphic artists and determines the ability of one to design the annual parade poster using the parade theme for the year.
11. Contacts printers and confirms the printing schedule for the parade poster and Individual Veterans' tri-fold registration form.
12. Ensure that city, state and military key persons are notified to "save the date" for the annual parade and pre parade reception.  Check back with an electronic invitation at least 2 months prior to the pre parade reception.
13. Makes arrangements for the Pre Parade Reception on parade day.
14. Contacts TV, Radio and Newspapers regarding publicity for the parade. There are also electronic bill boards that have provided publicity as well.
15. Types the Parade Line Up List for posting on the website along with the Staging and Recovery maps.  This is done at least 2 weeks prior to parade day.
16. Types the Parade Day Announcers Script.  This is usually a last minute task.
17. Follows the Parade time line for completion of specific monthly activities. Update as needed.
18. Be comfortable with a work schedule that starts out slow and increases as parade day draws near. Generally January -- April 4 hours per day; May -- August there will be some 8 hour days; and September up to Parade Day in November the work hours will increase from 8 to 10 hour days depending on what deadlines are on the calendar.  From the middle of November through December the hours drop back to 4 hours a day or less.