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 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.
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)
Running errands and attending in-person meetings multiple times per week
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
Maintaining and updating EMMA database management
Updating EI’s online donor database and email database
Meeting management including preparing agendas, printing financial reports, taking notes, distributing action items, and arranging catering
Managing the email@example.com 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 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:
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
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 Full-time position, working Monday through Friday alongside the 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 Assistant Application”:
Résumé that includes all employment experience
A position-specific cover letter and where you learned of this position
A brief narrative, which can be incorporated into your cover letter