Temporary Mobilization Administrative Support Assistant

• Department: Mobilization
• Location: ELIC U.S. Office, Fort Collins, Colorado (on-site)
• Hours: 12–15 hours per week, Monday through Thursday, in-office
• Position type: Part-time, temporary, to be reevaluated February 28, 2027
• Reports to: Sr. Manager, Mobilization Team Operations and Systems
• Works closely with: Mobilization Leadership Team and StratOps team
• Supervisory responsibilities: None

Key Responsibilities

Mailings and Candidate Care

• Complete onboarding and mailing tasks assigned by direct supervisor or through HubSpot workflows for committed candidates.
• Prepare and mail onboarding resources, commit boxes, partner gifts, and other materials for candidates, partners, contract recruiters, remote recruiters, alumni mobilizers, and Global Mobilization Interns.
• Write and mail birthday cards and other handwritten notes to committed candidates.
• Keep the commit care map walls current.
• Help track inventory and order mobilization materials, printed items, and mailing supplies.

Data, CRM and Online Systems

• Enter, update, and quality-check contact data in HubSpot, such as confirming each contact has an assigned recruiter and is enrolled in the right sequence.
• Flag recurring data errors and help streamline fixes, including simple HubSpot automations where appropriate.
• Help update LMS courses for short-term and long-term programs, the Global Mobilization Intern (GMI) Google Site, and other internal landing pages.
• Keep candidate documents and Google Drive folders organized, complete, and accessible.

Event and Trip Logistics

• Help plan and coordinate mobilization gatherings, training sessions, GMI training, in-office visits, and class visits.
• Book flights, hotels, and airport transportation for visitors, such as guests attending Vision Days, and coordinate their schedules.
• Share travel dates and locations with partner organizations, such as Perspectives, to avoid scheduling overlaps.

Project and Team Support

• Track recruiting and onboarding tasks to make sure they are completed on time.
• Create, edit, or format simple resources such as checklists, forms, and communication templates.
• Support the Mobilization Leadership Team with small projects and help with peak seasons, campaigns, or urgent tasks.
• Help keep the office organized, welcoming, and efficient.

Qualifications

Required

• Strong organizational and time-management skills, with the ability to track multiple tasks at once.
• Clear and professional written communication skills.
• Comfort with administrative work, data entry, and keeping structured systems up to date.
• Working knowledge of Google Workspace (Docs, Drive, Sites, and Classroom).
• Dependable and proactive, with careful attention to detail and follow-through.
• Able to work on-site in the Fort Collins office 12–15 hours per week, Monday through Thursday.
• Committed Christian
• Alignment with ELIC's mission, values, and global vision.

Preferred

• Experience in administrative support, recruiting, project coordination, or nonprofit settings.
• Familiarity with HubSpot CRM; experience with LearnWorlds is a plus.
• Experience booking travel or coordinating event logistics.
• Possesses neat penmanship (as many tasks require handwritten correspondence or elements)
• A natural sense of care and hospitality for others.
• Dependable, proactive, and able to follow through with high attention to detail.
• Ability to anticipate needs, solve problems creatively, and streamline processes.

Position Details

This is a temporary part-time (not to exceed 20 hours/week), non-exempt position, located in ELIC’s Fort Collins, Colorado office, with no benefits eligibility. A small amount of personal time will be accrued for paid hours (.033332 Sick/Personal hours per hour worked).

Compensation: $15.50–$16.50/hour

Duration: From the time of hire – to be reevaluated February 28, 2027