EODWF Job Opening - Marketing and Administrative Specialist

EOD Warrior Foundation

Marketing and Administrative Specialist

Position Description

Job summary
The Marketing and Administrative Specialist is responsible to the Executive Director for managing the daily administrative, operational and event support to the EOD Warrior Foundation team located in Niceville, FL. 

Summary of Essential Job Functions

  • Answer telephones, direct calls, and take messages as necessary.
  • Order office supplies, marketing collateral and other items as required.
  • Maintain and update donor database.
  • Pick up, open and sort mail daily.
  • Draft, mail merge, print and send letters to donors and others who are affiliated with the EOD Warrior Foundation.
  • Prepare shipping labels and drop off items to ship daily.
  • Filling requests for fundraising materials – such as bracelets and brochures.
  • Provide back end support to upkeep website, Facebook, Twitter, LinkedIn, and other social media outlets.
  • Pay vendor invoices in a timely manner
  • Process other payments and mail checks as appropriate
  • Record cash receipts and make bank deposits
  • Conduct a monthly reconciliation of every bank account
  • Conduct periodic reconciliations of all accounts to ensure their accuracy
  • Provide information to the external accountant who creates the company’s financial statements
  • Assemble information for external auditors for the annual audit
  • Calculate variances from the budget and report significant issues to management
  • Comply with local, state, and federal government reporting requirements
  • Submit payroll for processing in a timely manner
  • Assists in the coordination of fund raising events and associated activities.
  • Printing mailings, stuffing envelopes, and mailing on an as needed basis.
  • Respond to incoming e-mail questions from the EOD Community and general public.
  • Provide clerical and administrative support to management as requested
  • Copies payable invoices and mails checks
  • Responsible for establishing and maintaining a sound filing system, and filing paperwork daily.
  • Maintain and update donor database (experience with Donor Perfect a plus)
  • Runs errands to the bank, printing company, and others as required.
  • Perform daily responsibilities and work independently with minimal supervision
  • Assures the organization and its mission, programs, products and services are consistently presented in strong, positive image to relevant stakeholders
  • Maintain confidentiality of information that originates and flows through the organization

Minimum Requirements
The Marketing and Administrative Specialist will have a minimum of  5 years administrative and marketing experience, a High School Diploma or equivalent, Bachelor’s degree preferred.  Additionally, he/she must be able to communicate in fluent English language and be a legal resident or US Citizen.  Hired applicant will be expected to pass a detailed background investigation and to maintain a neat personal appearance at all times. 

Physical Demands
While performing the duties of this job, the Marketing and Administrative Specialistis regularly required to sit, stand, walk, speak, and hear. The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. The employee must occasionally lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable otherwise qualified individuals with disabilities to perform the essential functions. 

The Marketing and Administrative Specialist will be asked to travel for events related to the EOD Warrior Foundation, trainings, or other items identified by the Executive Director to maintain proficiency in fulfilling the responsibilities of the position.

Work Environment
The work environment will be an office in Niceville, FL and other locations for meetings as required by the opportunities and events for the organization.  The noise level in the work environment is usually low to moderate. Reasonable accommodations in the work environment may be made to enable individuals with disabilities to perform the essential functions.

Capabilities / qualities required

  • The Marketing and Administrative Specialist will have excellent oral and written communication skills.
  • The ability to multi-task in a fast-paced environment is required.
  • The Marketing and Administrative Specialist has a solid foundation in computer skills to include proficiency in Word, Excel, PowerPoint and Outlook.  Donor Perfect database skills and Microsoft Publisher experience is a plus.
  • The Marketing and Administrative Specialist is a problem solver versus problem identifier.
  • Team builder and team player.  This person works well with other members of the organization.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

How to apply
Submit resume and cover letter to the Executive Director, Nicole Motsek at nicole@eodwarriorfoundation.org  (Specify the position you are applying for.) 

Additional information 

HR use only

Generic title

Marketing and Administrative Specialist


$30,000 to $37,500 (annually)

Commensurate with experience

Management? (Yes/No)


E/NE status


Last revised


Job Posting Closes:  November 20, 2015

Phone Interviews:  Week of December 1, 2015

In Person Interviews: Week of December 14, 2015

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