The strongest competitive advantage an organization possesses is the people who carry out its mission. Exile International is seeking a qualified and passionate Executive Administrative 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 Administrative 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 logistical specialist with a “no task is too small” attitude and loves to serve. He/she will serve as a key communicator between Exile International and donors, volunteers, and other key stakeholders.
A successful Executive Administrative 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. They will take on the role of support and be logistical as well as task and detail oriented.
The Executive Administrative Assistant is a 32-hour/week, Nashville based position, working closely with Exile’s Admin & Executive Teams to oversee and facilitate Exile’s daily operations & mission.
Key Job Tasks & Responsibilities
Promote and fulfill the mission and vision of Exile International
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).
Updating key documentation for organization, including but not limited to policy and document updates/revisions, year-end instructions, FAQ, and announcements;
Assisting organization in improving and maintaining EI’s files, enabling others to easily find policies, templates, and other important documents/information;
Maintaining and updating EMMA and other partner databases.
Managing the email@example.com email account, responding to all messages within 48 hours, and directing emails to appropriate channels;
Managing the Founder/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 CEO based on priority.
Managing the CO/CEO’s email account;
Provide email and scheduling assistance (including task and project reminders) for the leadership team — empowering success of EI leadership team through strategic administrative assistance.
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 EI phone & voicemails, direct all messages to appropriate team member within 24 hours.
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.
Other Required Tasks
Completing all general organizational administrative needs as communicated by the executive team and/or Administrative Manager in a timely manner;
Maintaining weekly and up-to-date record of all donor constituents;
Organizing and maintaining all filing related to Exile International;
Running various errands;
Ordering supplies for merchandise purchases;
Ordering all letterhead, envelopes, return labels, etc;
Responding to incoming calls/inquiries;
Returning necessary team messages within 24 hours and general emails no later than 48 hours from date received.
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;
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 communications;
Proficiency in Microsoft Office & Excel;
Familiarity in MAC/ios software, Apple Calendar, Outlook;
Experience with Doodle Link, Sign Easy, and Google Drive apps 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.
This is a 32-hour/week position, working Monday through Friday alongside EI team out of a Nashville-based office, along with some evenings and weekends (as needed). We offer competitive benefits including; paid time off, monthly health care stipend (for full-time employees), and an opportunity to participate in a 401k retirement plan (for full-time employees).
How to Apply
If you believe you would be a great addition to team Exile, please send the following application materials to firstname.lastname@example.org with the subject line “Executive Administrative Assistant Application”:
Résumé that includes all employment experience;
A position-specific cover letter and where you learned of this position; and
A brief narrative, which can be incorporated into your cover letter