Office and Finance/ Executive Assistant

Office and Finance/ Executive Assistant Job Description

Seeds Wilderness Therapy has always worked with families with troubled teens. Seeds is distinctly Christian and as such combines the best practices in therapy with the teachings of Jesus and solid discipleship. Using the healing and redemptive attributes of wilderness retreat and through facilitating restorative social cultures, Seeds has led many people to peace. Perhaps like any good Church focused on renewal in Christ, it has always been fascinating that this group of people transformed is far broader than the students we have set out to serve. Parents or extended family of each participant, their peer groups/ home environments, and even our own staff (and our families) have been radically transformed through this ministry. However, it has come to our attention that this ministry could reach even more! All people groups have some level of brokenness, and wilderness retreat or expedition can lead to the hope of Jesus. 

Due to some loud, minority voices in the media and legislation we are going to rebrand away from the term ‘wilderness therapy’ and even the structure as a state licensed child care facility. Rather we will focus on the Way of Jesus as our form and function, and rebrand with the intent to reach a broader clientele than just teenagers who are struggling with emotional, spiritual, or relational brokenness. This complex rebranding and retrenching requires a unique ministry business implementation, which is where you come in as an executive assistant. Together, let's use your organization and administration skills to advance peace and push back against the mental health crisis!

With the complexities of rebranding, combined together with the challenges and intricacies of transforming the human heart, bringing clarity out of complexity is clutch! Additionally, there are too many details, tasks, and relationships to keep up with. Important pieces get missed. The following job description details support needed in organization, communication, implementation, and project management.  This is a ministry position as well, and has the spiritual duties of an administrative pastor's assistant. For what it's worth, it is functionally different from the role admin assistant. 

This unique position will take pastoral vision from the Director/Founder, Dean Reynolds, and help to turn it into day-to-day operational tasks or relational discipleship. Additionally, this position is key to strategize and develop the timeline to roll out new products and initiatives. Both implementation of vision as well as standard office management (ie HR, filing, and scheduling) are combined into this unique role. 

Compensation

This position is a pivotal role to ministry advancement and should be seen as a missionary position to advance the Kingdom of God. This position will raise missional support to partner with monthly partners who also want to see peace for those in deep brokenness. Missional support will allow families and individuals to afford transformation, and provide people who always have your back! Learn more about support raising in this short letter. 

The duties and expectations include:

Character

• Faithful and a mature disciple of Jesus is a must. 
• Continual and observable growth in spiritual fruit and Christian values. 
• Winsome, and charismatic leadership. 
• Able to meet Deacon standards as set forth by 1 Timothy and Titus.

Financial and Accounting

• Help us set and reach quarterly financial goals through sales, fundraising, and faith
• Produce (and review w/ director) Profit and Loss statements.
• Assist in creating and implementing the budget- with the Executive Director. 
• Set processes and procedures for invoicing, receipts, accounts payable, accounts receivable. Ensure all expenditures are tracked and coded, with proper documentation such as receipts, statements, contracts, etc. according to Seeds policy.

• Oversee bookkeeping functions and payroll processes
• Work with the Parent Coordinator to invoice parents and ensure payments are received
• Monthly account reconciliation including banks, credit cards, etc.
• Track contractor hours/jobs and assist in cutting monthly checks

• Donor Management 
  • Strategize and develop fundraising goals.
  • Oversee an admin assistant (or other personnel) to regularly and often communicate with donor to cast vision and to thank them for their generosity.

Human Resources 

• Implement and support annual performance reviews.
• Conduct annual staff feedback surveys and compile the results
• Utilizing BambooHR ensures all staff are properly onboarded with orientation, training, and background checks
• Oversees the hiring process; ensures that each position has an accurate job description.
  • Support to time tracking system is used properly. 

• Meet or exceed the State licensing requirements for documentation for each staff member's file.
• Manage coworker's compensation claims.
• Manage personnel benefits.

Office and Admin Management 

Administrative 

• Create documents, mail letters/cards, marketing material, social media, etc
• Maintain filing system and assist other departments in proper paperwork filing
• Ensure proper documentation is complete and stored in the right location. 
• Maintain the employee handbook. 

Compliance and Accreditation

• Maintain and keep records of insurance, audits, accreditation, permits, and licensing 
• Keep current on media (or legislations) related to youth care or wilderness therapy and anticipate threats.
   

Implementation, Communication, and Project Management (Executive Assistant)- 

• Process regularly with the Executive Director (and leadership team) to understand the vision and objectives of each initiative. Understand success and wins, mediocre but acceptable, and failure. Take notes or minutes if applicable.
• Triage, timeline, and organize tasks of this vision w/ leadership team. Help urgent or important tasks be seen; help de-prioritize distractions or low priority. (Be a master of the Tyranny of the Urgent book)
• Support the Executive Director through scheduling and calendar management of triaged tasks.  Potentially prepare a weekly or daily agenda or objective list. 
• Support implementation and follow through by assisting communication of this vision across the organization.
• Help assign tasks or objectives to personnel through project management software (Basecamp). 
• Report task accomplishments, data, or feedback back to the leadership team. 
  • Be alert to interpersonal communication, relational dynamics, and/or staff readiness based on task assignment. Our goal is that staff operate 80% of the time in their strengths and gifting so that they find value in meaningful tasks to be accomplished. 
• Keep time and/or manage Level 10 meetings (metric based weekly leadership meetings)
• Always ask, what can you take off the director’s plate and delegate to others.  

Donor Management and Relations

• Help us maintain relationships with a network of partners
• Write thank you cards or other donor acknowledgements
• Communicate with donors regarding vision casting and testimonies to keep them informed
• Potentially oversee an admin assistant or volunteers to support mass mailings
• Strategize and develop fundraising goals w/leadership team. 

Personal Scheduling and Support

• Calendar management
• Secure travel arrangements
• Errands or tasks as needed.
• Phone or email screening, TBD

Qualifications/Experience 

• 3 years in nonprofit leadership (or equivalent business management)

• 3 years of office administrative experience (can be the same 3 years as above)
• Excellent written and verbal communication.
• Attention to detail and problem-solving skills. 
•  Strong organizational and planning skills. Organize and bring clarity out of complexity.
• Ability to work autonomously as well as part of a team
• Experience in wilderness therapy, expedition,  or counseling helpful
• Experience as an executive or ministry assist is preferred
• Therapeutic or transformational experience preferred.
• Supports the company ministry values 
  • Seeds is distinctly Christ-Centered and it is important that all leaders are disciples of Jesus Christ and involved in a local church.