AAFSW Seeks an Office Manager

Introduction

AAFSW seeks an Office Manager who is enthusiastic about serving the U.S. Foreign Service community and has a desire to help grow the organization through membership outreach and development. The successful candidate will be responsible for overseeing day-to-day operations and ensuring friendly service to its members. The successful applicant is available 20 hours a week (up to 30 some months), exhibits strong organizational skills, enjoys managing a variety of tasks, and values operational excellence.

This is a part-time, hybrid position located in Arlington, VA, with flexible hours and an option to telework several days a week. The starting pay for this position is GS-06 equivalent, with an increase to GS-07 after 6 months of satisfactory performance. Other benefits include paid annual and sick leave, telework flexibility, a U.S. Department of State badge, parking privileges, and unmatched opportunities for high-level networking. 

Summary of Responsibilities and Qualifications

The Office Manager is responsible for a variety of administrative and member-based duties as described (Other duties may be assigned):

Event Planning, Member Services, and Volunteer Coordination

• Assist with event planning and coordination, including compiling attendee lists, submitting access requests, assisting with guest check-in, arranging VIP guest escorts, and managing venue/room reservations at the State Department, in liaison with Diplomatic Security (DS).
• Coordinate volunteer activities with the committees’ chairs and build strong relationships with new volunteers. 
• Participate and contribute to membership growth strategies and programs. 
• Collate, record, and present summaries on membership growth and activity. 
• Availability for some fundraising dinners about three times a year.
• Availability to help with the association’s Art and Bookfair, held once a year for over two weeks in the fall at the State Department. 

Communications and Database Management

• Respond to queries made by phone and through email; draft and send correspondence. 
• Compile and electronically disseminate information, including board meeting agendas and minutes, invitations, flyers, etc.
• Print flyers when needed for an event
• Organize association files and databases, promptly entering and updating data as needed. 

Office Administration and Bookkeeping 

• Maintain a clean, well-organized, and welcoming office for use by board members and volunteers. 
• Assist and collaborate with AAFSW Board of Directors, committees’ chairs, program managers, volunteers, contractors, and other internal clients.
• Perform minor bookkeeping tasks, including billing and processing membership fees, event sales, and miscellaneous receipts; seek approval and pay routine invoices.
• Maintain office and computer equipment upgrades as needed to ensure quality performance. 
• Oversee supplies inventory and order as needed. 

Qualifications:

• Strong organizational skills with ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Creative critical thinking and problem-solving skills.
• Attention to detail and demonstrated experience with data entry, data maintenance, and reporting.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Office; proficiency or ability to quickly learn Google Workspace, and Canva. 
• Understanding of the U.S. Department of State and the U.S. Foreign Service community.
• Familiarity with accounting software Quicken, and web-based CRM, or membership software, would be a plus.
• Hold an active background check or be able to obtain one upon hiring.

How to Apply 

Interested candidates should send a resume, cover letter, and estimated availability to efmemployment@aafsw.org. Candidates invited for an interview will be required to send three references prior to the interview. Deadline is COB May 15, 2024 (Eastern Standard Time). 

About AAFSW 

Created in 1960, the Associates of American Foreign Service Worldwide (AAFSW) is a 501(c)(3) membership-based non-profit association affiliated with the U.S. Department of State. AAFSW is dedicated to supporting the needs of the Community of U.S. Foreign Affairs agencies, including Foreign Service and Civil Service employees, spouses, partners, members of household and retirees thanks to the engagement of its volunteers. AAFSW is an equal opportunity employer. For more information, please visit aafsw.org.