Executive Assistant

Exile International

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Job Summary

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 EI 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 EI’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.

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.

Job Responsibilities

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)
• 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 EI’s files, enabling others to easily find policies, templates, and other important documents/information
• Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging catering

External Communication

• Managing the Founder/Co-CEO’s email account
  • Drafting inbox list, ensuring meetings are added to calendar, responding to all messages within 48 hours, directing emails to appropriate channels, scheduling appointments, and organizing emails for the Founder/Co-CEO based on priority
  • Operating with full discretion and confidentiality
• Managing the Co-CEO’s email account
  • Providing 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

Community Engagement

• Overseeing 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
• Attending 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 EI’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 EI 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 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
• Completing 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
• Organizing and maintaining all filing related to EI, both in Dropbox and physical copies
• Ordering supplies for merchandise purchases
• Returning all emails, no later than 48 hours from the date they were received. If possible, please return team emails within 24 hours.

Qualifications

Key Qualifications

• Passionate about EI’s mission and vision
• Mature orthodox Christian faith, as indicated by an agreement with EI’s Statement of Faith
• Exceptional organizational skills, including effective time management and prioritization of competing demands and multiple deadlines
• Strong attention to detail, resourcefulness, and history of follow-through and dependability
• 1+ year of previous experience in an administrative role
• Professional demeanor with strong written and oral communications
• Self-starter with strong initiative and leadership skills
• Creative, adaptive problem-solving abilities
• Proficiency in Microsoft Office applications – Word, Excel, Outlook, and PowerPoint.

Additional Information

Benefits

How to Apply

Email your cover letter and resume to Hannah@exileinternational.org and Elizabeth@exileinternational.org.

Details

• Date Posted: September 2, 2022
• Type: Full-Time
• Job Function: Administrative
• Service Area: Children / Youth
• Start Date: 09/26/2022
• Working Hours: 40-45 hrs/wk; M-F, 8:00am - 4:30pm