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Executive Assistant

Job Title: Executive Assistant

Under the general supervision of the Executive Director, the Executive Assistant will be responsible for assisting primarily Executive Director with administrative duties, as well as overseeing Human Resource needs, and assisting other staff with administrative support as needed.

Reports To: Executive Director.

Status: Full Time, non-exempt/hourly wage.

Qualifications:

Expresses full agreement with BsideU’s statement of Faith and Mission Statement.
Complies with the policies and procedures of BsideU.
Is dependable, stable, and capable of following through on commitments.
Is compassionate towards and has a sincere desire to reach out to abortion-vulnerable or abortion-minded women or any woman seeking the services provided at BsideU.
Maintains a consistent life-affirming philosophy and would never refer or advise a woman to have an abortion.
Respects confidentiality.
Computer proficiency in Microsoft Office Suite and ability to learn center-related software and systems.
Knowledge of BsideU’s policies and procedures.
Strong interpersonal and communication skills, including verbal communication, active listening, professionalism, and the ability to handle pressure with a customer-focused approach.

Responsibilities:

General clerical assistance, such as typing, emails, correspondence, copying, faxing, and filing.
Manage and maintain Executive Director’s schedule, including coordinating meetings, appointments, and travel arrangements.
Manage and maintain Executive Director’s inbox per approved guidelines; prepare responses to routine correspondence and determine the significance and distribution of incoming memos, submissions, and reports.
Proofread, edit, and draft Executive Director emails, documents, presentations, and other materials as needed.
Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
Prepare invoices, reports, memos, letters, financial statements, and other documents using word processing, spreadsheet, database, or presentation software.
Support meetings and committees at all levels: prepare agendas, keep minutes, assist board members with document formatting and prep, and meet with individuals or groups on behalf of executives as needed.
Maintain Executive Director’s files, including determination of retention, destruction of paper files according to policy, and proper filing through SentryFile database.
Maintain and submit annual renewals such as Care-Net, Heartbeat Int., NIFLA, and others as necessary.
Assist with bank deposits (cash and checks) and become familiar with donor database.
Assist with event planning and facilitation as requested by Director of Development and Assistant Development Director; assist with quarterly staff retreat planning as requested by Executive Director.
Maintain strict confidentiality and trust of the Executive Director.
When time permits, assist staff and office with general administrative and receptionist assistance through greeting clients, answering phones, checking supplies and reporting needs to purchasing manager.
Perform any additional clerical duties or tasks as assigned to support the Executive Director and organizational operations.
Manage employee insurance (health, dental, vision) and IRA enrollments, including annual renewals, gathering enrollment forms, communicating changes with the correct parties, and ensuring payroll deductions are accurate.
Conduct new employee orientation to ensure a smooth and welcoming transition into the BsideU for Life team.
Maintain employee files including annual updates, performance reviews, payroll changes, and background checks; assist with HR forms revisions and design as needed.
Administer payroll and manage employee timeclocks, including tracking sick and vacation leave, holidays, and correct tax withholdings.
Supervise and train other clerical staff as needed; arrange for employee training by scheduling sessions or organizing training materials.

The intent of this job description is to provide a representative summary of the major duties and responsibilities of this job. You may be asked to perform job related tasks other than those specifically presented in this job description.

Benefits: