Job Description

The Executive Administrative Assistant to the Chief Advancement Officer (CAO) is responsible for performing administrative-related duties on a professional level and works closely with the CAO. This position requires an independent, detail-oriented and creative individual who exercises good judgment in a variety of situations with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities while enhancing the CAO’s effectiveness by providing management support, representing the office of Mission Advancement to others with auxiliary support for Development and Marketing/Communications. Able to support a Christian mission and desire to contribute in a nonprofit setting with cross-cultural sensitivity, with respect and understanding of the diversity within the American Baptist denomination.

Responsibilities

Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and summarizing information; initiating telecommunications and recording meeting minutes and action items. Keeps up-to-date records from participating team members, facilitates tracking of budgets, scheduling meetings, and travel.
Maintain master calendar and team appointment schedules; planning and scheduling meetings, travel, expense reports, compiling and updating reports and spreadsheets.
Support marketing/communications with print production such as copy and paste into design software, upload files to FTP sites for printers, scheduling and mailing of print materials, conduct status updates, obtain competitive printing bids, recommend vendors and monitor production schedules to meet deadlines, track invoices back to approved estimates, manage translations.
Coordinate revisions, printing, and mailing of prayer cards for global servants. Create new and update current prayer cards in Adobe software, receive phone requests from missionaries and churches, and request vendors to send them out to locations.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Assist with development communications projects: LRS Society newsletter and mailings, major gifts, and World Mission Offering support and collecting inputs.
Maintains donor confidence and protects operations by keeping information confidential.
Represents the executive by being the front person for Mission Advancement office; Occasionally attends meetings in the executive’s absence.
Completes projects by collaborating with other departments and follows up on results.
Organizing office supplies, re-orders, and inventory
Gather and prepare registration materials and other duties as assigned for fundraising and events
Prepare media materials for distribution (i.e., copying, filing, mailing, e-mailing)
Coordinates with other teams and team members to create an environment of hospitality.
Assemble print material and development packages for conferences and meetings
Participate in job-sharing teams, i.e., mail opening, kitchen clean-up, etc.

 

QUALIFICATIONS AND EXPERIENCE

Education, License, Certification

Bachelor’s degree in a related field or equivalent work experience
Minimum five years of administrative support, preferably at the executive level, non-profit development, printing company, or creative agency.

 

Experience (job-related)

Managing an executive’s schedule and communications
Organizing or scheduling multiple priorities across different teams
Building reports, spreadsheets, drafting, and merging letters
Working in a non-profit and/or faith-based organization, a plus.

 

Knowledge, Skills, and Abilities (KSA)

High level proficiency in Microsoft applications (Word, Excel, PowerPoint, Outlook, Teams), Project Management Software tools, Adobe InDesign software, Database user, and Social Media applications.
Excellent verbal and written communication, leadership, and interpersonal skills with the ability to present information concisely and effectively.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-pasted environment, as a highly resourceful team player with the ability to function independently, when necessary.
Good working knowledge in operating office equipment: scanners, copiers, collators, folders, etc.
Understanding of International Ministries’ mission and knowledge of constituents and the importance of donor relationships.
Ability to travel domestically and possibly internationally when appropriate.

 How to Apply

To apply, email [email protected]. Identify the position title and where you learned of the vacancy in the subject line. Attach a current resume and any supporting documentation for further evaluation of qualifications and experience. Thank you in advance for your interest in joining IM’s mission.

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