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Executive Assistant

Soul 2 Soul Sisters

Job Announcement

Organizational Overview

Soul 2 Soul Sisters is a fiercely faith-based, Black womxn-led, racial-justice organization focused on Black healing and Black liberation. We are one of the few organizations in Colorado that unapologetically intersects Black faith/spiritualities, racial justice, radical reproductive justice, and increasing the power of the Black vote. To learn more about Soul 2 Soul Sisters, please visit www.soul2soulsisters.org.

Mission

To transform Colorado and beyond through Black womxn-led, faith-based programming that focuses on anti-Black racism, reproductive justice and voter engagement toward actualizing Black healing and Black liberation.

Position Overview

The Executive Assistant assists the Executive Director in maintaining healthy, efficient and sustainable office and organizational operations.  The Executive Assistant’s responsibilities include:  office management and support, management of Executive Director’s calendar and email, and event support.

General Responsibilities

  • Maintain Soul 2 Soul Sisters database (Salesforce) including entering donations, preparing thank-you letters, and updating supporter information.
  • Enter income and expenses in the financial database spreadsheet, prepare and make bank deposits, and process bills and invoices. The Executive Assistant DOES NOT handle payroll taxes/tax reports, or financial reports; these are the responsibility of the bookkeeper.
  • Manage Executive Director’s calendar.
  • Manage Executive Director email.
  • Assist Executive Director with routine support such as mailings, reports, grant applications, fundraising appeals, financial data (within the scope of job description) and meeting/event preparations.
  • Assist with meetings and events regarding room set up, hospitality, supplies, and clean up.
  • Other duties as assigned by the Executive Director or as requested by the Board of Directors (within the scope of job description).
  • Respond to communications such as phone calls, e-mails, and postal mail in a timely manner either directly or by forwarding to the appropriate person.
  • Maintain and secure office supplies.
  • Keep office files current and organized.
  • Obtain technical assistance when needed for office equipment/software.

Daily, Weekly, Monthly, Quarterly, and Annual Responsibilities:

Daily:

  • Check phone messages and respond accordingly.
  • Check email and respond accordingly.
  • Check mail and respond accordingly.
  • Set meetings and field requests for Executive Director.
  • Process donations; print thank you letters and envelopes; deliver to Executive Director.
  • Process bills; print checks for Executive Director or other check signer to sign; mail bills.
  • Executive Assistant should keep aware of upcoming due dates and renewals.

Weekly:

  • Make bank deposit at end of work week.

Monthly:

    • On the last day of month (or the first day in the office after the last day of the month), print for the bookkeeper and place in folder:
      • PayPal report of donations;
      • Payments for that month (if any);
      • Bank statements.
    • On the last day of month (or the first day in the office after the last day of the month), email the following donation reports to the Executive Director:
      • Total Donations
      • Individual Donations
      • Board Donations
      • Donation totals from any current appeals
    • Call Board Members to remind them of meeting.
    • Prepare and email Board materials week prior to the Board of Directors meeting:
      • Agenda (from Executive Director or Associate Director)
      • Previous month’s minutes & financials
      • Insurance documents, other documents as needed/requested
    • Prepare employee time sheets prior to bookkeeper processing payroll.

    Quarterly:

  • Prepare appeal letter mailing as requested by Executive Director.

Annually:

  • Upload documents/update information as able (some are updated by Executive Director) for Colorado Gives profile review (mid-August). Check Colorado Gives for helpful email reminders and checklists for what is required beginning in the spring.
  • Send beginning-of-year thank-you letter to monthly donors when their first donation of the year arrives
  • Send end-of-year thank-you letter with the total donations for the year to monthly donors when their last donation of the year arrives.

Other Requirements

  • Valid driver’s license, legally required car insurance, and use of a personal vehicle during business hours.
  • Flexibility with work schedule – schedule requires some evenings and weekends and air travel.

Knowledge, Skills & Educational Requirements:

  • Commitment to intersectional racial justice, Black communities, and reproductive health, rights and justice.
  • At least two years of experience working in a people of color-led environment.
  • Ability to work with people of all ages, ethnicities, religions, sexual, economic, and gender identities.
  • Strong online writing and content creation skills.
  • At least two years of experience in graphic design, video editing, CMS, and HTML.
  • Strong understanding of digital media and online organizing, including social media engagement.
  • Ability to track and analyze metrics relating to online action and fundraising efforts.
  • Desire to test and optimize online strategies toward developing best practices.
  • Ability to compile data and information into concise reports.
  • A strong collaborative work-style with the ability to work effectively independently, in a team, and with moderate supervision.
  • Excellent organizational skills, including the ability to handle multiple priorities with attention to detail and in a timely manner as well as flexibility and adaptability to change.
  • Strong listening and problem-solving skills – ability to identify, evaluate, and solve problems effectively.

Other Requirements

  • Valid driver’s license, legally required car insurance, and use of a personal vehicle during business hours.
  • Flexibility with work schedule – schedule requires some evenings and weekends and air travel.

Salary

$35,000 - $40,000 commensurate with experience.
Paid benefits package including: medical, dental and vision.
Paid vacation, sick/personal time, family and medical leave.
Significant opportunities for professional development and growth.
This is a full-time position with length of time contingent on new/available funding.

Location      This position is based in Denver Metro area with some required travel.

Application
Deadline      Open until filled.

Apply      Please send cover letter, resume and writing sample to info@soul2soulsisters.org
Please type in the email subject line: EXECUTIVE ASSISTANT
In your cover letter, please include answers to the following questions:

  1. What experience do you have as an Executive Assistant?
  2. Why are you interested in working with Soul 2 Soul Sisters?
  3. How can your gifts and skills as the Executive Assistant advance the work of Soul 2 Soul Sisters?

EQUAL​ ​OPPORTUNITY
Soul 2 Soul Sisters is an equal opportunity employer. Young womxn/people, transgender people, gender-nonconforming people, people with disabilities and formerly incarcerated people are strongly encouraged to apply.