Provide administrative to the Executive Director with a range of tasks that assist in achieving the organization’s goals and objectives. Perform job responsibilities at the highest level of professionalism and confidentiality in dealings with all levels of staff and management, internally and externally as well as handle business affairs assigned by ED.
Maintaining comprehensive and accurate records, documents and reports.
Performing accounting and bookkeeping duties in conjunction with the Accounting firm.
Organizing meetings and logistics, including scheduling, accurately recording minutes from Staff and Board meetings and providing follow up and action items after meetings; organizing catering when necessary
Answering incoming phone calls in a polite and professional manner and accurately taking messages; manages all intake calls and follow up with process from start to completion
Act as lead to administration team to ensure cohesiveness between CEO, Founder anidng ED.
Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.;
Managing the executive's day-to-day calendar, including making appointments and prioritizing the most sensitive matters; ensuring her calendar maximizes time and nothing falls through the cracks
Preparing financial statements, reports, memos, invoices letters, and other documents as needed and requested by ED.
Filing and retrieving corporate records, documents, and reports.
Researching and conducting data to prepare documents for review and presentation by boards of directors, committees, and executives as directed by the ED
Helping prepare for board meetings.
Manage performance matrix tool.
Key communicator with marketing team and on behalf of ED as it relates to content and marketing strategy.
Mange newsletter, mass mailing and mass email distribution
Performing office duties that include ordering supplies and managing a records database.
Manage all reward programs, i.e., employees, program participants and volunteer appreciation.
Coordinate travel logistics including flight itineraries, hotel reservations, and car services in accordance with personal travel preferences on as needed basis
Professional and Human Qualifications:
Bachelors preferred or 5 year’s experience supporting executive/executive team
Highly confidential; ability to treat confidential information with appropriate discretion
Transparent and high integrity leadership
Time management and ability to meet deadlines
Superior communication skills and ability to manage perception
Excellent verbal and written communication skills
Strong organizational skills and ability to multitask
Work well under pressure
Problem-solving and decision making skills
Strong gatekeeper (eyes and ears of the ED)
Keen anticipatory skills and exceptional judgment; highly self‐motivated with rock solid reliability
Strong ability and escalate relevant information to ED as needed
Ability to work effectively with minimal supervision
Strong interpersonal skills
Exceptional attention to detail
Must be resourceful
Must have ministry experience
Must have a passion for the mission and vision of org
Must be flexible
Must have a car and a clean driver license
Microsoft Office Suite
Additional applications related to managing systems, people, finances etc.
About New Life: Since 1977, New Life Home for Women and Children has believed in and served as champions for transformation! New Life Home is a place where women and their children's broken lives are restored! It is a voluntary, residential treatment facility like few others and one of the oldest of its kind.