Volunteer Engagement & CRM Administrator (Charity)

Position: Virtual Assistant – 

About the Role

Our client is seeking a highly professional, personable, and articulate Virtual Assistant to support the day-to-day operations of a charity organization. This is primarily an internal-facing role focused on volunteer engagement, CRM management, and light administrative/business development support.

The ideal candidate is someone who genuinely enjoys talking to people, has exceptional spoken English, and can confidently represent the organization when communicating with volunteers and prospective members.

Key Responsibilities

Volunteer Engagement

• Conduct monthly check-in calls with volunteers (approximately 15 minutes per call)
  
• Follow a provided call script to ensure consistent communication
  
• Build rapport with volunteers and gather feedback on their wellbeing and experience
  
• Record notes and update volunteer information in the CRM
  
• Escalate any concerns or issues to the client when appropriate
  

CRM Management

• Maintain accurate volunteer and member records
  
• Update contact information and interaction notes
  
• Ensure CRM data remains organized and current
  

Administrative Support

• Perform general administrative tasks related to volunteer coordination
  
• Organize and maintain records and documentation
  
• Assist with internal communications as required
  

Membership & Business Development Support

• Follow up with prospective members who have expressed interest
  
• Contact leads to confirm their interest in joining the charity
  
• Explain membership options using provided information
  
• Gather required details and confirm membership selections
  
• Coordinate with the client for invoice issuance and onboarding
  
• Perform light outbound calls to assist with member onboarding
  

Communication

• Occasionally answer inbound calls
  
• Make outbound calls to volunteers and prospective members
  
• Maintain a warm, friendly, and professional manner in every interaction
  

Required Skills & Experience

Essential Qualifications

• Excellent verbal and written English communication skills
  
• Highly articulate and confident on the phone
  
• Friendly, engaging, and naturally conversational
  
• Professional appearance and demeanor during video meetings
  
• Previous experience working with CRM systems
  
• Strong organizational and administrative skills
  
• Comfortable making both inbound and outbound calls
  
• Strong attention to detail
  
• Reliable internet connection and professional home office setup
  

Preferred Experience

• Experience supporting charities or non-profit organizations
  
• Customer service or community engagement experience
  
• Membership administration
  
• Volunteer coordination
  
• Administrative support
  
• Business development or lead follow-up experience (non-sales focused)
  

Preferred Personality

The client emphasized that personality is just as important as experience. The successful candidate should be:

• Extremely articulate
  
• Exceptionally well-spoken
  
• Very personable and "chatty"
  
• Friendly and approachable
  
• Professional and well-presented
  
• Empathetic and patient
  
• Confident speaking with people from different backgrounds
  
• Able to build rapport quickly
  
• Self-motivated and dependable
  

Tools

Required

• CRM software (experience with any CRM platform is acceptable)
  

Nice to Have

• Microsoft Office
  
• Google Workspace
  
• Video conferencing platforms (Zoom, Microsoft Teams, Google Meet)
  

Important Client Preferences

• Excellent spoken English is a non-negotiable requirement.
  
• The VA must be extremely well-presented and professional during calls and video meetings.
  
• This is not a hard sales role. The focus is relationship-building, volunteer engagement, and simple membership follow-ups.
  
• The candidate should genuinely enjoy speaking with people and maintaining conversations.
  
• Calls with volunteers will follow an existing script, making the role more focused on communication and relationship management than complex decision-making.
  
• The role will begin at 10 hours per week, with the possibility of increasing hours as the charity grows.
  
• Daily check-ins will be brief (around 5 minutes).