Office Administrative Assistant CUPS Mission Position:

Office Administrative Assistant Employment Type:

Part-Time Hours:

20-25 hours per week

Compensation:

$25.00 per hour

Reports To:

Chief Operating Officer (COO) Position Overview The Office Administrative Assistant provides administrative and operational support to CUPS Mission by helping ensure that our stateside office, volunteers, staff travel, facilities, and donor-related activities operate efficiently and with excellence. This position requires someone who is highly organized, proactive, relational, and able to manage multiple responsibilities simultaneously. The Office Administrative Assistant will serve as a key support role for the COO and the broader CUPS Mission team, helping manage the details that allow our staff and ambassadors to remain focused on advancing the mission of rescue, pre-rescue, transformation, and long-term impact . The ideal candidate is a self-starter who enjoys serving others, solving problems, coordinating logistics, and creating order behind the scenes. Primary ResponsibilitiesVolunteer Management & Recruiting Recruit and develop a growing network of volunteers to support CUPS Mission activities, events, radio fundraisers, office needs, and special projects. Maintain an organized and updated volunteer database, including contact information, availability, interests, and previous service. Communicate regularly with volunteers regarding upcoming opportunities and organizational needs. Schedule and coordinate volunteers for radio fundraisers, events, mailings, projects, and other CUPS Mission activities. Provide volunteers with clear instructions, schedules, expectations, and necessary information prior to serving. Help ensure volunteers have a positive experience and understand how their service contributes to the mission of CUPS. Develop relationships with churches, groups, and individuals who may become ongoing volunteer partners. Staff & Ambassador Travel Coordination Coordinate travel arrangements for CUPS Mission staff and approved CUPS Ambassadors. Book and manage flights, hotels, rental vehicles, and other necessary transportation. Prepare clear travel itineraries and distribute relevant information to travelers. Track travel confirmations, changes, cancellations, and necessary documentation. Assist with coordinating travel related to speaking engagements, fundraising events, ministry events, meetings, and other organizational activities. Work to identify cost-effective travel options while maintaining reasonable schedules and organizational standards. Maintain accurate travel records and receipts as needed for financial reporting and reimbursement. Office Administration & Supplies Manage inventory of office supplies and place orders as necessary. Monitor frequently used office materials and proactively reorder supplies before shortages occur. Coordinate office-related purchases within established budgets and approval processes. Assist with general office organization and administrative needs. Receive and distribute mail, packages, supplies, and deliveries as needed. Support the COO with administrative projects, scheduling, documentation, and other operational responsibilities. Building & Facility Management Serve as the primary administrative point of contact for routine building and facility needs. Coordinate building maintenance, repairs, cleaning, landscaping, pest control, and other service providers. Communicate with the property owners' association/HOA regarding facility-related matters. Track and manage annual service agreements and contracts associated with the office building. Maintain an organized calendar of service renewals, inspections, preventative maintenance, and contract expiration dates. Coordinate vendors and contractors when repairs or maintenance are required. Communicate significant building issues, expenses, or contract changes to the COO before approval or implementation. Help ensure the office remains clean, safe, professional, and welcoming to staff, volunteers, donors, and visitors. Donor Relations Support Assist the Donor Relations team with administrative tasks related to donor communication and stewardship. Help prepare and send donor thank-you letters, cards, gifts, mailings, and other correspondence. Assist with donor appreciation initiatives and special projects. Support donor-related events, radio fundraisers, and campaigns when needed. Help ensure donor interactions are handled promptly, professionally, and with gratitude. Assist with maintaining accurate donor information and records within CUPS Mission systems as assigned. Provide administrative support for follow-up with churches, supporters, monthly partners, and other CUPS Mission relationships. Additional Responsibilities Assist with preparation and coordination of meetings, staff events, board meetings, and special events as needed. Maintain organized digital and physical records related to assigned responsibilities. Assist with data entry, document preparation, mailing projects, and other administrative needs. Help identify opportunities to improve office systems, processes, organization, and efficiency. Maintain confidentiality regarding donor, employee, financial, and organizational information. Work collaboratively with other CUPS Mission departments and team members. Perform additional administrative and operational duties as assigned by the COO. Qualifications Previous experience in office administration, administrative support, volunteer coordination, event coordination, hospitality, nonprofit work, or a related field preferred. Strong organizational and time-management skills. Excellent written and verbal communication skills. Ability to manage multiple projects, deadlines, schedules, and relationships simultaneously. Strong attention to detail and commitment to following tasks through to completion. Comfortable communicating with volunteers, donors, churches, vendors, staff members, and organizational partners. Ability to work independently while keeping the COO appropriately informed. Proficiency with common office technology and willingness to learn CUPS Mission systems and platforms. Experience coordinating travel, events, or volunteers is strongly preferred. Ability to handle confidential and sensitive information professionally. Characteristics for Success The successful candidate will be: Organized — able to manage many moving pieces without allowing important details to fall through the cracks. Proactive — identifies needs before they become problems and takes appropriate initiative. Relational — enjoys working with volunteers, donors, staff, vendors, and ministry partners. Service-Oriented — approaches administrative responsibilities as an opportunity to serve the mission and the people accomplishing it. Detail-Oriented — understands that completing the final details is essential to operational excellence. Dependable — consistently follows through on commitments, deadlines, and responsibilities. Flexible — able to adjust when schedules, travel arrangements, events, or organizational priorities change. Mission-Aligned — understands that strong administrative systems support CUPS Mission's ability to rescue and pre-rescue vulnerable individuals and families and create lasting transformation. Schedule & Compensation This is a part-time position averaging 20-25 hours per week . The normal work schedule will be established in coordination with the COO based on organizational and office needs.

Compensation:

$25.00 per hour. Occasional adjustments to normal working hours may be necessary during radio fundraisers, organizational events, meetings, or other special circumstances. Reporting & Accountability The Office Administrative Assistant reports directly to the Chief Operating Officer and will work closely with other CUPS Mission staff members. The position will be evaluated based on areas including: Reliability and follow-through Volunteer recruitment and engagement Accuracy and effectiveness of volunteer scheduling Travel coordination and accuracy Office organization and supply management Facility and service-contract management Responsiveness to administrative needs Donor relations support Communication with staff, volunteers, vendors, and supporters Ability to anticipate needs and solve problems Overall contribution to the efficiency and effectiveness of CUPS Mission operations At CUPS Mission, administrative excellence is not separate from the mission. Strong systems, thoughtful stewardship, and attention to detail allow our team to remain focused on the work of Rescue, Transform, Repeat.

Pay:

$25.00 - $27.00 per hour Expected hours: 20.0 - 25.0 per week

Benefits:

Flexible schedule

Work Location:

In person