Executive Assistant

Job Title: Executive Assistant

Department: Administration

Reports To: CEO

Job Type: Part Time/Non-Exempt

Summary:

The Executive Assistant plays a crucial role as a trusted extension of the CEO, providing administrative, event, and operational support to ensure the seamless functioning of the organization. By managing the CEO’s calendar, handling correspondence, and preparing board materials, the Executive Assistant allows the CEO to focus on strategic leadership. This position also supports donor and volunteer cultivation, fostering strong relationships by sending thank you cards, planning appreciation events, and being intentional in developing lasting connections.

The Executive Assistant will oversee the logistics of fundraising events, track important deadlines, and contribute to the preparation and distribution of materials for donor engagements. Maintaining confidentiality, professionalism, and an organized system for records is essential to the role, ensuring that the organization runs smoothly and efficiently. This position is key to building a positive organizational culture and fostering ongoing connections with donors, volunteers, and staff.

Essential Duties & Responsibilities:

Administrative Support

• Prepare materials for board meetings, including agendas, minutes, and reports.

• Handle email and phone correspondence on behalf of the CEO, as needed.

Event and Fundraising Support

* Coordinate logistics for fundraising events and donor meetings.

• Track deadlines and follow up on tasks related to fundraising campaigns.

• Prepare and distribute materials for fundraising efforts, such as donor lists or event packets.

Communication and Liaison Duties

* Serve as the primary point of contact between the executive director and internal/external stakeholders.

• Draft and edit correspondence, reports, and presentations.

Operational Support

* Manage special projects assigned by the CEO.

• Assist in tracking key organizational metrics and preparing reports.

• Coordinate with other staff to ensure seamless day-to-day operations.

Confidentiality and Professionalism

* Handle sensitive information with discretion and professionalism.

• Support the CEO in fostering a positive and respectful work environment.

Donor and Volunteer Appreciation

• Write and send personalized thank you notes to donors and volunteers, expressing gratitude for their contributions.
• Plan and coordinate quarterly appreciation events to celebrate donors, volunteers, and staff, ensuring meaningful recognition.
• Develop creative ways to acknowledge milestones, such as anniversaries or significant donations, through special celebrations or personalized messages.
• Collaborate with the CEO to identify key moments for celebrating staff achievements, fostering a positive and inclusive work culture.
• Maintain a system for tracking donor contributions, ensuring that all are recognized in a timely and thoughtful manner.
• Ensure that appreciation efforts are consistent and intentional, building strong, lasting relationships with key supporters and team members.

Supervisor Responsibilities:

This position does not supervise staff.

Qualifications:

Prior administrative experience is preferred. Must have good communication, be assertive, the ability to multitask, and be willing to be flexible. Proficient knowledge of computer programs such as Word, Excel, etc.

Education:

• Bachelor's degree in a relevant field such as Business Administration, Communications, or a related discipline.
• An associate's degree with significant professional experience may also be considered.
• Additional certifications in office management, project management, or executive assistance may be beneficial (e.g., Certified Administrative Professional (CAP) or Project Management Professional (PMP)).

While formal education is preferred, extensive experience in administrative roles or a proven track record of handling high-level executive support can sometimes compensate for specific educational requirements.

Language Skills:

Ability to communicate, verbally and in writing, in a clear, concise, and effective manner.

Reasoning Skills:

Ability to define problems, collect data, establish facts, be assertive, and draw valid conclusions. Ability to interpret a variety of instructions in written or oral form.

Other Requirements:

• Must be 21 years of age or older.
• Physical demands may be required in this position.
• A valid Texas Driver’s License, appropriate insurance, and a reliable vehicle.
• Must submit and pass a pre-employment drug test, as well as agree to random drug tests during employment.
• Must successfully pass all background screens as required by the state.
• Have a record of a tuberculosis screening, showing the employee is free of contagious TB.
• Be physically, mentally, and emotionally capable of performing assigned tasks and must have the skills necessary to perform assigned tasks.

Benefits:

• Paid Holidays
• Paid 30 minutes of self-care weekly

Schedule:

• Monday-Friday
• Weekend and evening responsibilities are possible

Organizational Information:

OneVoiceHome is a faith-based, state-licensed, trauma informed, therapeutic home for participants of sex trafficking. OneVoiceHome is infused with TBRI (Trust Based Relational Intervention). OVH organized living environment will allow young women to experience a new beginning using an overall holistic approach designed to fit her specific needs. The young women at OneVoiceHome have the opportunity to choose to transform their lives and re-enter the community as a confident advocate for others who need to see that your past does not define you and there is hope after the pain.

Website:

• Onevoice.care

Facebook page:

• https://www.facebook.com/onevoicelbk

Job Type: Part-time

Pay: $15.00 - $17.00 per hour

Expected hours: 15 – 20 per week

Benefits:

• Flexible schedule

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Lubbock, TX 79408 (Preferred)

Ability to Relocate:

• Lubbock, TX 79408: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $17