Administrative Assistant to Executive Office & Partner Relations

LIFE International is a Christian non-profit organization in Grand Rapids, Michigan that equips Christian leaders in a gospel-centered theology of life from which the value of every human being is clearly understood. Through theological formation, relational partnership, and contextualized training, leaders integrate biblical truth and biological reality into preaching, discipleship, and ministry practices. As this formation is taught and multiplied, churches grow in clarity, courage, and compassionate engagement within their communities. Role Description Overview The Administrative Assistant to Executive Office & Partner Relations is a full-time, on-site position located in Grand Rapids, MI. The individual in this role will provide high-level administrative support to the executive leadership team, manage schedules, organize meetings, and maintain effective communication with internal and external stakeholders. Responsibilities include handling clerical tasks, overseeing partner relations, managing correspondence, and ensuring the smooth operation of executive office functions. The role requires a proactive, detail-oriented professional who can effectively support the organization’s mission. Reports to: Director of Exec. Office & Partner Relations Responsibilities Maintain Executive Office files and keep office manageable and functional Coordinate travel plans and reservations for President and Dir. of Exec. Office travel (natl, intl) Monitor travel changes and assist with flight check-ins and adjustments as needed during trips Assist in preparation for speaking engagements and office meetings: logistics, communications, preparing materials/PowerPoint presentations, hospitality Assist with meeting documentation and follow up and communicate information as directed to the appropriate staff members and/or ministry partners Be familiar with all computer system applications and assist/provide troubleshooting for the Dir. of Exec. Office and President as needed Coordinate with Dir. of Exec. Office to initiate arrangements for lodging, meals, travel support and hospitality for board meetings, as well as assisting with preparation of board packets and materials Provide regular screening and organization of President emails, as well as bringing priority emails to the attention of the Dir. of Exec. Office and President Assist the Dir. of Exec. Office as needed with planning, scheduling appointments, maintaining calendar schedules, etc. Manage executive office expense processing and submit expense requests and reports Provide support to Dir. of Exec. Office for Donor Briefing Weekends (expense mgmt., admin. duties) Draft correspondence as needed for Dir. of Exec. Office and President as needed Answer phone for Executive Office and serve as part of backup team for incoming organization calls Serve the President’s Cabinet as needed for recording and documenting meeting notes and actions Assist with other departmental or organizational projects as requested by Exec. Office team Partner Relations Administration Perform primary data entry of all supporting partner records/coding and all donations and pledges Additional event gift and follow-up processing Work closely with the Dir. of Exec. Office and Partner Relations (database administrator) to ensure consistency across all donor records and coding Monitor, set-up, edit, and record all automated recurring gifts and credit card/ACH gifts Receive all general inquiries from supporting partners and reply and/or direct to appropriate staff Execute daily bank deposits (digital and bank runs) and daily donation reports Manage/run receipts for all gifts and special acknowledgements for all Donor Advised and IRA gifts Draft/update regular receipt thank you letters Manage/run all initial pledge statements for events and ongoing progress statements Compile and send new donor packets Execute monthly reconciliation and reporting processes Monitor and run reports for monthly partners, Global Prayer Shield, and giving partner prayer cards Monitor/update records for unsubscribes, address changes, NCOA list adjustments Oversee and execute processing of annual giving statements Assist Dir. of Exec. Office/Partner Relations in annual audit support (with reporting and donor confirmation statement processes) Maintain documentation of processes and equip backup data entry/deposit staff as needed Qualifications Demonstrates a growing relationship with Jesus Christ Committed to the Sanctity of Human Life values and lifestyle Effective oral and written communication skills Maintains a professional presence and conduct and is able to uphold confidentiality for donors and for the Executive Office Demonstrates sensitivity in cross-cultural settings and relationships Skilled and experienced in administrative duties and project management Proficient in knowledge of Microsoft software applications (Office 365, Word, Excel, Power Point, Outlook) Strong spreadsheet management and/or database experience is ideal Able to work well with a team as well as independently Occasional availability after normal work hours and weekends as needed (travel arrangements / changes, etc.) Openness to travel on occasion as needed Able to manage a variety of tasks and deadlines This position entails an in-office, 40-hour work week. #J-18808-Ljbffr