Executive Assistant Job at Pregnancy Resource Center in Estero

Job Title: Executive Assistant 

Reports to: Administrative Coordinator 

Job Purpose: The Executive Assistant position is essential to ensure the smooth daily operations of our administrative functions. This role requires a skilled communicator who is proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and capable of supporting staff and donor events. The ideal candidate is a master multitasker who excels at prioritizing urgent tasks, upholds strict confidentiality, and approaches challenges with a positive attitude. 

Key Responsibilities: 

Administrative tasks 

1. Assist the Development Team with event planning, registration, and execution; manage donor contributions, update records, handle weekly deposits, and prepare gift receipts and reports. Assist with fundraisers as required. 
2. Provide administrative support to the leadership team, including calendar management, communication coordination, and document organization. 
3. Aid the Administrative Coordinator in ensuring smooth operations across all three PRC facilities. 
4. Handle administrative tasks such as answering calls, managing mail, and preparing management reports and correspondence. 
5. Oversee the Volunteer Hiring Process, including candidate screening, coordinating with hiring managers, and tracking progress. 
6. Manage travel arrangements, including booking flights, rental cars, and hotel accommodations. 
7. Manage office resources, supplies, and equipment to ensure availability and functionality. 
8. Take initiative on independent projects and tasks as needed. 
9. Attend all required staff events and meetings. 
10. Perform additional duties as assigned. 

Assistance to Executive Director 

1. Provide comprehensive administrative assistance to the Executive Director, including drafting emails, managing the calendar, and handling special research and projects. 
2. Proactively anticipate scheduling needs, preparing documents, reports, and other materials for meetings and events. 

Human Resources  

1. Maintain accurate and up-to-date personnel records using the internal HR system. 
2. Assist with candidate communications, including initial screening, coordinating interviews, managing testing requirements, and providing onboarding support for new hires. 
3. Conduct background checks for new employees and upload the results to personnel files. 
4. Prepare and distribute essential tools for new hires (e.g., keys, access cards, name tags) while maintaining accurate records. 

Finances  

1. Enter monthly transactions into QuickBooks and support end-of-year donor statement distribution. 
2. Maintain vendor files and coordinate check distribution. 

Qualifications 

1. Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Lord and Savior. 
2. Agree with and uphold the Statement of Faith, Vision, and Mission Statements. 
3. Passionate commitment to the mission and vision of PRC.  
4. Exhibit strong commitment and dedication to the sanctity of all human life and sexual purity.  
5. A proactive mindset with the ability to anticipate and address needs effectively. 
6. Exceptional precision and professionalism in managing tasks. 
7. Dependable in maintaining the confidentiality of sensitive information. 
8. Excellent written and verbal communication skills, with strong attention to detail. 
9. Self-motivated, highly organized, and dependable, with the ability to work both independently and collaboratively as part of a team. 
10. Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat. 

Desired Qualifications 

1. Basic working knowledge of QuickBooks for tasks such as entering transactions, generating reports, and maintaining accurate financial records. 
2. Customer relationship management (CRM) software experience.