Executive Assistant

Exile International

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Job Summary

The Executive Assistant is a full-time, Nashville-based position, working closely with Exile’s Admin & Executive Teams to oversee and facilitate Exile’s daily operations and mission. Applicants must live in or near Nashville, TN, or already be planning to move to the Nashville area.

The strongest competitive advantage an organization possesses is the people who carry out its mission. Exile International is seeking a qualified and passionate Executive Assistant to come alongside Exile and partner with us in restoring rescued child survivors of war to become leaders for peace through art-focused trauma care and holistic, rehabilitative care.

The Executive Assistant is not only an ambassador of first impressions, but also responsible for a variety of tasks that aid effective communication of Exile’s mission, support organizational structure, and increase the efficiency of the organization. The ideal candidate is a servant leader with a “no task is too small” attitude. He/she will strive to anticipate needs. This means you know how to stay five steps ahead of your team members, clearing the path for them to make their greatest contribution. The Executive Assistant will serve as a key communicator between Exile International and donors, volunteers, interns, and other key stakeholders.

A successful Executive Assistant for Exile International will bring passion, organization, and professionalism to the team – utilizing their creative problem-solving skills, dependability, and discipline to bring organizational support to team members.

Job Responsibilities

Promote and fulfill the mission and vision of Exile International

Organizational Support

• Ensuring maintenance of calendars, including but not limited to, scheduling conference calls, meetings, and essential tasks, based on agreed-upon priorities
• Providing support to team action items, planning, and handling needs for weekly organizational meetings and other organizational meetings, as needed
• Supporting the successful execution of, being available for the duration of, and completing all contract requirements during crucial Organization events (fundraisers, fundraising campaigns, and/or awareness campaigns)
• Running errands and attending in-person meetings multiple times per week

Information Management

• Updating key documentation for the organization, including but not limited to policy and document updates/revisions, year-end instructions, FAQ, and announcements
• Assisting Administrative Manager in improving and maintaining Exile’s files, enabling others to easily find policies, templates, and other important documents/information
• Maintaining and updating EMMA database management
• Updating Exile’s online donor database and email database
• Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging catering

External Communication

• Managing the info@exileinternational.org email account, responding to all messages within 48 hours, and directing emails to appropriate channels
• Managing the Founder/Co-CEO’s email account
  • Drafting inbox list, ensuring meetings are added to the calendar, responding to all messages within 48 hours, directing emails to appropriate channels, scheduling appointments, and organizing emails for the Founder/Co-CEO’s based on priority
  • Operating with full discretion and confidentiality
• Managing the Co-CEO’s email account
  • Provide email and scheduling assistance (including task and project reminders) by assigning action steps to Asana, utilizing Calendly, and having daily check-ins for delegation and reminders;
  • Operating with full discretion and confidentiality
• Communicating with donors & partners including, but not limited to:
  • Updating donor information as needed
  • Sending thank-you notes and/or tax-deductible receipts (donor letters)
  • Answering any and all donor & partner questions
  • Sending regular emails to recurring donors as needed
• Communicating with individuals interested in getting involved by:
  • Sharing information over email, phone, or in-person
  • Working with individuals to determine the best place to plug in
  • Mailing information to potential ambassadors as needed.
• Manage Exile phone & voicemails, direct all messages to the appropriate team member within 24 hours

Community Engagement

• Oversee logistics for community engagement and fundraising events, overseeing schedules, organizing volunteer meetings, and assign team roles as needed
• Assisting with community engagement opportunities, deliverables, planning, and execution;
  • Including, but not limited to, 615 Day, Nashvember, Belmont Work-Study fair, Sponsorship Sundays, Hope Wins, etc.
• Responsible for hiring, training, and scheduling interns, work-study students, and volunteers and enlisting the help of the Administrative Manager as necessary
• Attend yearly work-study and intern fairs at local Universities

Managing Interns

• Training and onboarding new interns
• Overseeing interns as they complete tasks including, but not limited to:
  • Running errands
  • Tracking merch quantities and overseeing the fulfillment of merch orders and shipping
  • Ordering all letterhead, envelopes, return labels, etc
  • Maintaining and updating Exile’s online donor database and email database
  • Maintaining weekly donor report and up-to-date record of all donor constituents
  • Managing the info@exileinternational.org email account, responding to all messages within 48 hours and directing emails to appropriate channels
  • Managing Exile phone and voicemails, directing all messages to the appropriate team member within 24 hours
  • Communicating with donors and partners including, but not limited to:
    • Updating donor information as needed
    • Sending thank-you notes and/or tax-deductible receipts (donor letters)
    • Answering any and all donor and partner questions
    • Sending regular emails to recurring donors as needed
  • Communicating with individuals interested in getting involved by:
    • Sharing information over email, phone, or in-person
    • Working with individuals to determine the best place to plug in
    • Mailing information to potential ambassadors as needed
• *If there is no current intern or the intern is out of the office, these responsibilities fall to the Executive Assistant

Local Event/Domestic Travel Logistics

• Lead on coordinating all domestic travel/trip logistics such as purchasing flights, hotels, drivers, and food accommodations
• Complete visa applications and submission for all team members traveling, as necessary
• Lead on coordinating all local events. Responsible for communicating with all appropriate parties prior to event, creating logistics timeline, and securing volunteers/interns
• Assist the Administrative Manager with the planning and logistics of Hope Wins (annual event)

Other Required Tasks

• Completing weekly financial deposits
• Completing all general organizational administrative needs as communicated by the executive team and/or Administrative Manager in a timely manner
• Maintaining weekly donor report  and up-to-date record of all donor constituents
• Organizing and maintaining all filing related to Exile, both in Dropbox and physical copies
• Tracking merch quantities and overseeing the fulfillment of merch orders and shipping
• Ordering supplies for merchandise purchases
• Ordering all letterhead, envelopes, return labels, etc
• Responding to incoming calls/inquiries
• Returning all emails, no later than 48 hours from the date they were received. If possible, please return team emails within 24 hours

Qualifications

Talents Required

• Committed to the mission and vision of Exile International
• Self-starter and motivated team player with the confidence to take the lead on projects
• Dependable and resourceful
• Teachable and open to feedback, bringing a positive attitude
• Adaptable to changing demands/deadlines/priorities
• Creative problem solver that possesses great ability to identify potential crises and apply conflict resolution principles to mitigate issues
• Extremely detail-oriented, logistical minded, very organized, with impeccable follow-through skills
• Assertive, positive personality. A “Go-Getter” who brings joy to those around them
• Mature orthodox Christian faith, as indicated by an agreement with Exile’s Statement of Faith

Skills Desired

• Strong attention to detail & a commitment to accuracy
• Exceptional organizational skills, including effective time management and prioritization of competing demands and multiple deadlines
• Adept in Technology
• Professional demeanor with strong written and oral communication
• Proficiency in Microsoft Office & Excel
• Familiarity in MAC/ios software, Apple Calendar, Outlook
• Experience with Doodle Link, Sign Easy, Slack, Asana, and Google Drive apps preferred

Experience Preferred

• 1+ year of previous experience in an administrative role
• History of success managing multiple projects in a professional setting with little supervision of the day-to-day
• Ability to present quality projects for approval/feedback and meet stated deadlines.

Additional Information

Benefits

How to Apply

If you believe you would be a great addition to Exile’s team, please send the following application materials to hannah@exileinternational.org with the subject line “Executive Assistant Application”:

• Résumé that includes all employment experience
• Pay history
• Position-specific cover letter that includes:
  • How you heard about the position,
  • Why you are interested, and
  • Why you believe you are an excellent candidate.

Details

• Date Posted: September 30, 2021
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture
• Start Date: 09/29/2021
• Salary Range: 35,000 - 40,000
• Working Hours: 40 hrs/wk; M-F, 8-5pm