A Volunteer Email Management Assistant

Gendove

Admin & Office

Volunteer Email Management Assistant

The Volunteer Email Management Assistant is a vital remote role responsible for handling and organizing all email communications related to our volunteer programs. This position ensures timely, accurate, and professional correspondence with current and prospective volunteers, acting as a primary point of contact and information hub.

What Success Looks Like

Success in this role means our volunteers feel consistently informed, valued, and heard through seamless email interactions. It means email inquiries are resolved promptly and accurately, volunteer data is meticulously maintained, and communication workflows are efficient. Ultimately, a successful Volunteer Email Management Assistant directly contributes to higher volunteer satisfaction, stronger volunteer retention, and a more robust and engaged volunteer community.

How This Role Fits into the Organization

This role is the backbone of our volunteer communication strategy . It directly supports the Volunteer Coordinator and other program staff by managing the high volume of email interactions, freeing them to focus on program development, training, and direct volunteer engagement. By ensuring clear and consistent communication, the Volunteer Email Management Assistant helps to build a positive and professional image of our organization, fostering trust and commitment within our volunteer base. This position is integral to maintaining the operational efficiency and overall health of our volunteer programs, which are essential to achieving our organizational mission.

Responsibilities

• Manage Incoming Volunteer Inquiries: Promptly and accurately respond to all email inquiries from prospective and current volunteers regarding applications, onboarding, opportunities, schedules, and general program information.
• Disseminate Key Communications: Prepare and send out scheduled newsletters, urgent alerts, event invitations, and other important announcements to relevant volunteer groups.
• Maintain Volunteer Records: Accurately log all significant email communications and update volunteer profiles within our database system (e.g., contact information, availability, completed training) to ensure records are current.
• Coordinate Scheduling and Logistics: Assist with email-based coordination of volunteer shifts, meeting reminders, and event logistics, ensuring volunteers receive timely and clear instructions.
• Facilitate Onboarding Communications: Send welcome emails, distribute orientation materials, and collect necessary forms from new volunteers via email, guiding them through the initial stages of their involvement.
• Identify and Escalate Issues: Recognize and promptly escalate complex volunteer issues, sensitive feedback, or urgent requests to the appropriate staff members for resolution.
• Support Feedback Collection: Manage and compile feedback submitted by volunteers via email, summarizing key themes or concerns for review by program managers.

Qualifications

• Exceptional Written Communication Skills: Demonstrated ability to compose clear, concise, professional, and empathetic email correspondence tailored to various audiences.
• Strong Organizational Acumen: Proven ability to manage a high volume of email, prioritize tasks effectively, and maintain a highly organized digital workspace.
• Meticulous Attention to Detail: A keen eye for accuracy in information dissemination and data entry.
• Proficiency with Email Platforms: Comfortable and efficient in using standard email clients (e.g., Gmail, Outlook) and potentially email marketing tools.
• Basic Data Entry Skills: Ability to accurately input and update information in a database or CRM system.
• Reliability and Proactiveness: A dependable individual who takes initiative and can work independently to meet communication deadlines.
• Problem-Solving Skills: Capacity to address common queries independently and identify when to seek assistance for more complex issues.
• Prior Experience: Previous experience in an administrative, customer service, or communication-focused role is beneficial.
• Commitment to Confidentiality: Understanding and adherence to privacy protocols when handling sensitive volunteer information.
  

<