Executive Assistant to the Executive Director (Nonprofit)

Frankfort Chamber; Orland Park (IL); Hybrid; USD 2,066,000 - 3,031,000; Part time

Job summary

The Bridge Teen Center in Orland Park is seeking a part-time Executive Assistant to support the Executive Director in administration, operations, development, and finance for BTC and two thrift stores. Responsibilities include donor communications, database management, event coordination, and helping manage the calendar and staff onboarding.

The role emphasizes hospitality, teamwork, and excellence in service oriented to youth and families.

Qualifications

• Passion for the mission of The Bridge with a heart for ministry.
• Strong organizational and time management skills.
• Familiarity with Microsoft Office and Windows operating system.
• Familiarity with Quickbooks is a plus (but not required).
• Willingness and confidence to learn and navigate internal database systems.
• Hospitable, warm, and welcoming to all visitors and callers.
• Outwardly focused and team-oriented mentalities.
• Ability to prioritize schedule, task and projects and meet necessary deadlines.
• Willingness to work hard at completing all tasks with excellence.
• Ability to clearly communicate issues before they become problems.
• Friendly, responsive and patient approach.
• Ability to communicate effectively with individuals and groups.
• Think clearly and creatively, especially when problem-solving.
• Sense of humor.

Responsibilities

• Provide support with answering ED's phone calls and directing/filtering calls as needed.
• Sort and review mail; update databases/systems as needed when address changes or returns occur.
• Provide support in database management and clean-up as needed.
• Assist the ED with reminders, preparation, and other needs associated with her work calendar.
• Provide support to ED and marketing team with updating staff, board, school, donor and church contact lists.
• Manage ongoing birthday and special event correspondence with Bridge family members.
• Support ED in donor and board communication plan.
• Order all postage needed and manage; maintain our non-profit rate status.
• Organize and lead execution of staff celebrations.

Skills

Passion for mission

Strong organizational skills

Microsoft Office

Team-oriented

Effective communication

Time management

Hospitable demeanor

Prioritization

Problem solving

Humor

Tools

Microsoft Office

QuickBooks

Job description

OUR CULTURE:

The Bridge Teen Center is an innovative, nationally recognized nonprofit teen community center that provides FREE holistically designed afterschool programs and events for 7 th -12 th grade students. We were founded on and are driven by our Christian principles; and we provide a fast-paced but nurturing work environment.

Since 2010, we have served more than 14,500 different students from 128 neighboring communities. We offer more than 350 different FREE programs and events for students every year. We do not charge families for our programs and services and raise our entire operating budget through a diverse base of private support.

The Bridge Teen Center currently employs a team of 7 full-time and 6 part-time employees. Team members are referred to internally as “Gladiators” because we fight for the students we serve on a daily basis. As a team, we adhere to the following values personally and professionally:

Genuine RELATIONSHIPS A fun, family-like, welcoming environment.

Create & ELEVATE Innovation and quality of service.

Heart of SERVICE Loving environment that fosters meaningful relationships and connections.

Doing things with PURPOSE Intentional and holistic outcomes.

Attitude of EXCELLENCE The “WOW” factor.

Teamwork and COLLABORATION Supportive environment that consistently executes with excellence.

OUR CULTURE:

The Bridge Teen Center is an innovative, nationally recognized nonprofit teen community center that provides FREE holistically designed afterschool programs and events for 7 th -12 th grade students. We were founded on and are driven by our Christian principles; and we provide a fast-paced but nurturing work environment.

Since 2010, we have served more than 14,500 different students from 128 neighboring communities. We offer more than 350 different FREE programs and events for students every year. We do not charge families for our programs and services and raise our entire operating budget through a diverse base of private support.

The Bridge Teen Center currently employs a team of 7 full-time and 6 part-time employees. Team members are referred to internally as “Gladiators” because we fight for the students we serve on a daily basis. As a team, we adhere to the following values personally and professionally:

VALUES WE FIGHT FOR… WHICH PRODUCES… Genuine RELATIONSHIPS A fun, family-like, welcoming environment. Create & ELEVATE Innovation and quality of service. Heart of SERVICE Loving environment that fosters meaningful relationships and connections. Doing things with PURPOSE Intentional and holistic outcomes. Attitude of EXCELLENCE The “WOW” factor. Teamwork and COLLABORATION Supportive environment that consistently executes with excellence.
POSITION SUMMARY:

Under the direct supervision of the Executive Director (ED), the Executive Assistant provides vital support to the ED in the areas of administration, operations, development, and finance for both The Bridge Teen Center (BTC) and our two thrift stores. This is a part-time hourly position (15-20 hours/week) with flexible scheduling per hours of operation. This position will work at our location in Orland Park.

PRIMARY RESPONSIBLITIES AND TASKS:

ADMINISTRATIVE:

Provide support with answering ED’s phone calls and directing/filtering calls as needed.

Sort and review mail; update databases/systems as needed when address changes or returns occur.

Provide support in database management and clean-up as needed.

Assist the ED with reminders, preparation, and other needs associated with her work calendar.

Provide support to ED and marketing team with updating staff, board, school, donor and church contact lists.

Manage ongoing birthday and special event correspondence with Bridge family members.

Support ED in donor and board communication plan.

Order all postage needed and manage; maintain our non-profit rate status.

Organize and lead execution of staff celebrations.

OPERATIONS:

Assist ED with preparing for new staff onboarding or other HR-related needs for BTC and BTS.

Manage organizational calendar and be forward-thinking with tours, appointments, and offsite events.

Provide support to ED with internal functions related to staff, donors, tours, board events, etc.

Maintain “Master Operations Documents” for BTC and BTS regularly, storing updated hard copy in safe.

DEVELOPMENT/FINANCE:

Serve as the staff contact for our third-party/offsite accountant.

Receive and enter all incoming donations in Bloomerang/Quickbooks and assign appropriate income codes.

Generate donation receipts and prepare envelopes for ED review (mail after notes are added).

Prepare deposits as needed (typically 2-3 times per month to 2 different banks).

Assign expense categories to incoming bills and prepare for accountant pick-up.

Maintain/organize staff receipts and purchase forms for audit.

Track and enter online donations and other donation disbursements in Bloomerang/Quickbooks and generate receipts as needed (PayPal, Venmo, and other ACH donations).

Count café cash bi-weekly; Maintain cash box balance and deposit as needed.

Communicate to accountant total hours worked (hourly employees only) each month for payroll.

Discreetly distribute pay stubs to staff and coordinate retirement fund payments to Edward Jones as needed.

Create annual donation statements (in January) for Board of Directors, Advisory Board and monthly donors.

Organize and track gift card donations and report on gift card balances.

Provide monthly Thrift Store sales data to accountant for ongoing sales tax payments.

MUST POSSESS:

Passion for the mission of The Bridge with a heart for ministry.

Strong organizational and time management skills.

Familiarity with Microsoft Office and Windows operating system.

Familiarity with Quickbooks is a plus (but not required).

Willingness and confidence to learn and navigate internal database systems.

Hospitable, warm, and welcoming to all visitors and callers.

Outwardly focused and team-oriented mentalities.

Ability to prioritize schedule, task and projects and meet necessary deadlines.

Willingness to work hard at completing all tasks with excellence.

Ability to clearly communicate issues before they become problems.

Friendly, responsive and patient approach.

Ability to communicate effectively with individuals and groups.

Think clearly and creatively, especially when problem-solving.

Sense of humor.

NEXT STEPS:

Applicants should complete the online application and submit their resume. No phone calls or visits. Candidates selected to move forward in our process will take a personality survey, be asked for personal and professional references.

EEO/AA/M/F/D/V