Administrative Assistant - Alumni Relations
3 days ago
Costa Mesa
Job Description At Amen Clinics Inc. / MindWorks Innovations Inc., our mission is to be recognized as the global leader in brain and mental health. As an ESOP (Employee Stock Ownership Plan) company, every team member is an owner, contributing to our success and benefiting from it. Founded in 1989, Amen Clinics provides holistic, evidence-based mental health care to patients of all ages. Our multidisciplinary team includes psychiatrists, integrative physicians, nutritionists, therapists, and wellness coaches — all committed to transforming lives through better brain health. Position Summary We are seeking a part-time Administrative Assistant – Alumni Relations to support the operations and development of the newly established Amen Clinics Brain Warrior Alumni Network (ACBWAN). This dynamic role requires a highly organized, tech-savvy individual who can thrive in a rapidly evolving environment. The position entails frequent interaction with volunteers, scheduling and coordinating both in-person and virtual events across the country, and occasional in-person attendance at alumni events in the Los Angeles basin area. The successful candidate will also provide key administrative support for data systems, communications, content engagement, and alumni-centered initiatives. This role may expand into a full-time opportunity as the program grows. Key Responsibilities Data & Portal Management • Maintain and update alumni records in the Hivebrite platform., • Oversee data migration from the BestNotes EMR system., • Draft and deploy monthly meeting notices to alumni network committees., • Maintain accurate records of responses and track attendance for such meetings., • Create and manage spreadsheets tracking alumni engagement., • Develop visual dashboards and data summaries., • Suggest and contribute ideas for campaigns to boost alumni engagement., • Assist in planning alumni chapter events and ambassador trainings., • Schedule and organize logistics for both in-person and virtual events nationwide., • Coordinate vendors, travel, and supplies as needed., • Track and manage program materials and branded merchandise., • Handle document creation, data entry, filing, and correspondence., • Support preparation of materials and supply orders for alumni initiatives., • Provide general support to the Alumni Relations Coordinator., • Minimum 1 year of experience in alumni relations, event planning, or administrative support., • Proficiency in Microsoft Excel and Microsoft Office Suite., • Working knowledge of SMS platforms (e.g., Twilio, ClickSend, SimpleTexting)., • Familiarity with major social media platforms (Facebook, Instagram, LinkedIn)., • Strong written and verbal communication skills., • Highly organized, self-directed, and adaptable to a changing work environment. Knowledge, Skills, and Abilities • Strong attention to detail and ability to manage multiple priorities., • Proactive problem-solver with a collaborative mindset., • Strong interpersonal skills to work with a variety of individuals such as staff, vendors, and alumni volunteers., • Comfortable with digital systems and data entry., • Ability to lift up to 50 lbs., • Prolonged periods of sitting and computer use., • Frequent use of hands and fingers with office equipment., • Occasional standing, walking, and lifting., • Remote work within a temperature-controlled indoor environment., • Moderate noise level., • Reasonable accommodation provided as needed.