Location: Remote within Missouri, with travel to various locations throughout the state.
Organization: The Missouri Association of County Developmental Disabilities Services (MACDDS) is dedicated to enhancing the quality of life for individuals with developmental disabilities across Missouri. We support and advocate for county-based developmental disabilities services, ensuring equitable access to resources and fostering community inclusion and empowerment.
Overview: We are seeking a highly organized and proactive person to support our executive and organization remotely. The ideal candidate will have experience in nonprofit administration, possess strong organizational
skills, and have the ability to work independently in a virtual environment. This role requires exceptional
interpersonal skills, a high level of professionalism, the ability to manage multiple tasks under tight deadlines,
and travel to various locations throughout the state.
Responsibilities:
General Administrative Support:
- Provide comprehensive administrative support to the executive, including managing calendars,scheduling meetings, and making travel arrangements.
- Screen and direct phone calls and emails, and distribute correspondence related to association activities.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Maintain current and historical records of the organization, both electronic and hard copy, including meeting minutes, board resolutions, official correspondence, and other important documents, ensuring documentation is organized and accessible.
- Handle confidential information with discretion, particularly regarding sensitive member and advocacy matters.
- Manage supplies and equipment, anticipating needs and ordering as necessary.
- Coordinate administrative and financial processes to support efficient operation of the association.
- Liaise with other staff and external parties to handle requests and queries.
- Organize and schedule appointments, prioritize tasks, and follow up on action items related to association initiatives.
- Experience working remotely and ability to maintain productivity and communication in a virtual work environment.
- Reliable internet connection and appropriate remote work environment.
Governance:
- Support the Board of Directors by coordinating board meetings, preparing agendas, taking minutes, and maintaining board records.
- Assist in board member communications and follow-up on action items.
- Update and maintain bylaws, policies, and procedures to ensure they are current and in compliance with legal and organizational requirements.
Financial Management:
- Assist in the preparation of budgets and financial reports related to association operations.
- Manage expense reports and invoices related to association activities.
- Maintain historical financial records.
- Coordinate files for annual audit and tax filings.
Membership Services:
- Set up and coordinate monthly membership meetings in various physical locations throughout the state, including setting up meeting spaces and room blocks.
- Set up AV equipment and technical support as needed for virtual or hybrid formats.
- Assist in managing membership renewals, communications, and database queries.
- Assist in developing and implementing strategies for membership recruitment and retention.
- Organize and coordinate committee meetings, including preparing agendas, taking minutes, and distributing them to relevant parties.
Advocacy and Legislative Activities:
- Assist in policy research by gathering information, analyzing data, and preparing summaries or briefs on legislative and regulatory topics affecting developmental disabilities services in Missouri.
- Coordinate grassroots activities such as organizing letter-writing campaigns, advocacy events, and grassroots lobbying efforts.
Communications:
- Develop and distribute newsletters to members and stakeholders, highlighting association news, events, and advocacy efforts.
- Create and manage social media content to promote association activities, engage with members, and raise awareness about developmental disabilities issues.
- Oversee the maintenance and updating of the association’s website, ensuring content is current, accurate, and engaging.
- Develop and administer surveys to gather feedback from members and stakeholders to inform decision-making and improve association services.
- Track outcomes and organizational reach to assess the effectiveness of communication strategies and improve engagement.
- Coordinate with conference planners to ensure communication strategies align with event promotion and attendee engagement goals.
Planning and Execution of Conferences and Continuing Education Events:
- Work with conference planners to coordinate logistics for virtual or hybrid conferences and trainings, ensuring smooth operation of online platforms and troubleshooting technical issues.
- Prepare and coordinate materials for meetings, presentations, and conferences relevant to developmental disabilities services.
Requirements:
- Proven experience as an administrative assistant, senior executive assistant, or in a similar role within a nonprofit organization.
- Proficient in MS Office (MS Excel and MS PowerPoint, in particular).
- Understanding of nonprofit operations, advocacy, and legislative processes.
- Hands-on experience with office equipment (computer, printer, cameras) and virtual meeting platforms (e.g., Zoom, Microsoft Teams).
- Excellent organizational and time-management skills.
- Outstanding communication and interpersonal abilities, with sensitivity to the needs of individuals with developmental disabilities.
- Discretion and confidentiality when handling sensitive information.
- High School Diploma required (Bachelor’s degree preferred).
- Experience working remotely and ability to maintain productivity and communication in a virtual work environment.
- Reliable internet connection and appropriate remote work environment.
- Experience in website management, including content updates and performance monitoring, preferred.
- Valid driver’s license, good driving record, access to a reliable vehicle, and proof of auto insurance.
Essential Functions:
- Coordinate and manage administrative and financial processes to ensure the efficient operation of the association.
- Support the Board of Directors by organizing meetings, maintaining records, and updating governance documents.
- Facilitate membership services, including meeting coordination, renewal management, and committee organization.
- Contribute to advocacy efforts by conducting policy research and coordinating grassroots activities.
- Handle communications, including newsletter development, social media management, website maintenance, and survey administration.
- Plan and execute conferences and continuing education events, ensuring smooth logistics and technical support.
Physical Requirements:
- Ability to sit for extended periods while working at a computer or attending virtual meetings.
- Capability to perform repetitive tasks, such as typing and using office equipment.
- Ability to lift and move items up to 25 pounds, such as office supplies or event materials.
- Ability to travel occasionally to various locations throughout Missouri for meetings and events.
- Must have a reliable internet connection and a dedicated workspace conducive to remote work.
Benefits:
- Competitive salary based on experience and qualifications (details to be provided)
- Health insurance coverage (details to be provided)
- Paid time off (details to be provided)
- Expense reimbursement for travel and other job-related expenses (details to be provided)
Application Instructions: Please submit your resume and cover letter outlining your qualifications and
experience for this role to nancy@macdds.org. We look forward to reviewing your application.
Equal Opportunity Employer: MACDDS is an equal opportunity employer. We celebrate diversity and are
committed to creating an inclusive environment for all employees, including individuals with disabilities.
About MACDDS:
The Missouri Association of County Developmental Disabilities Services champions inclusive communities
through the leadership, collaboration, and education of our members. Our vision is for all people to lead full,
meaningful lives as valued members of their community. We do this through our values of: Inclusion,
Innovation, Trust, Transparency, Partnership, and Self-Determination.
