Part Time Executive Coordinator to the CEO

Praxis, Inc.; Philadelphia (Philadelphia County); Hybrid; USD 2,366,000 - 2,958,000; Part time

Job summary

B2THEWORLD seeks a part-time Executive Coordinator to support the CEO in a hybrid Philadelphia-area role. The successful candidate will manage calendars, travel, emails, meetings, and confidential records while ensuring smooth day-to-day operations of the Executive Office.

Strong organizational, communication, and discretion are essential, as is comfort with Google Workspace and AI productivity tools. This role offers 10–15 hours weekly with opportunities to grow into a full-time position.

Qualifications

• Degree in Business Administration or related field.
• Exceptional organizational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Google Workspace and confidence using technology and AI productivity tools.
• Ability to multitask and meet deadlines.
• High discretion and confidentiality.

Responsibilities

• Executive Admin and Office Operations: Manage the CEO's calendar, scheduling meetings, appointments, and priorities.
• Monitor and respond to the CEO's emails and coordinate travel details.
• Prepare meeting agendas, presentations, and briefing materials as required.
• Take meeting minutes, track action items, and follow up on tasks.
• Maintain confidential executive records and documentation.
• CRM and Data Management: maintain CRM data integrity and generate reports as needed.

Skills

Time management

Communication

Discretion

Tech proficiency

Education

Bachelor's degree in Business Administration or related field

Tools

Google Workspace

AI productivity tools

Job description

Part Time Executive Coordinator to the CEO

Title: Part Time Executive Coordinator to the CEO

Reports To: CEO

Location: Hybrid (greater Philadelphia/King of Prussia/Collegeville area - at least 1-2 in-person connections/week)

Category: Part Time Contractor, 10 -15hrs a week

Compensation: $1000

Start Date: October 1st, 2026

Role Overview

The Part-Time Executive Coordinator provides administrative and operational support to the CEO, ensuring the smooth day-to-day functioning of the Executive Office. This role requires exceptional organizational skills, professionalism, discretion, and sound judgment when handling confidential information.

The successful candidate is service-oriented, proactive, adaptable, and committed to excellence. They are able to manage multiple priorities, communicate effectively, embrace new technologies, and maintain a reliable and consistent work schedule.

Roles and Responsibilities

Executive Admin and Office Operations

• Manage the CEO's calendar, scheduling meetings, appointments, and priorities.

• Monitor, review, prioritize, and respond to the CEO's emails as appropriate.

• Coordinate domestic and international travel arrangements, including itineraries and logistics.

• Review invoices, expenses, receipts, and supporting documents before submission.

• Process incoming mail, scan documents, route correspondence to the appropriate departments, and maintain organized filing systems.

• Maintain and update the CEO's contact database.

• Respond to general B2THEWORLD inquiries received via phone, email, and the website.

• Prepare meeting agendas, presentations, and briefing materials as required.

• Take meeting minutes, track action items, and follow up on outstanding tasks.

• Maintain confidential executive records and documentation.

Development and Fundraising

• Support the development and implementation of the grantmaking process from initial inquiry through grant agreements.

• Maintain accurate grant records, including grant reports, agreements, payment tracking, and grant documentation.

• Maintain the donor database by keeping donor, prospective donor, and funding information accurate and up to date.

• Generate donor, fundraising, and development reports as required.

• Support donor stewardship activities, including correspondence and relationship tracking.

• Coordinate donor communications, newsletters, ministry updates, and other partner engagement materials.

• Maximize the effective use of the Virtuous CRM to improve fundraising and donor management processes.

• Optimize the use of the Virtuous CRM by improving processes, increasing efficiency, and ensuring the platform is utilized to its full potential.

Events Coordination (Physical and Virtual)

• Coordinate the planning and execution of virtual and in-person events.

• Manage invitations, registrations, and RSVP tracking.

• Coordinate event logistics, venues, vendors, volunteers, and meeting materials.

• Follow up with event attendees and prospective partners, recording engagement within the CRM.

• Track and report event participation, campaign outcomes, and engagement metrics.

• Prepare post-event reports, including attendance, feedback, budget reconciliation, and key outcomes.

• Assemble, empower, and work with a team of volunteers to execute events where needed.

CRM and Data Management

• Maintain the integrity, accuracy, and organization of the organization's CRM database.

• Ensure timely entry and updating of donor, partner, and stakeholder information.

• Generate CRM reports and dashboards for the CEO

• Monitor data quality and recommend improvements to reporting and system utilization.

Requirements and Skills

• Degree in Business Administration or related field and or technical training.

• Exceptional organizational and time management skills.

• Excellent written and verbal communication skills.

• Proficiency in Google Workspace and confidence using technology and AI productivity tools.

• Ability to multitask and meet deadlines.

• High Discretion and confidentiality.

Work Expectations

• The Part Time Executive Coordinator will participate in B2THEWORLD’s prayer rhythms and “rule of life” where possible.

• The Part Time Executive Coordinator will live out B2THEWORLD’s team values on a regular basis.

• The Part Time Executive Coordinator will live a life above reproach in all areas of life that are consistent with B2THEWORLD’s vision, mission, values and team norms.

• The Part Time Executive Coordinator will be issued a B2THEWORLD email address for external communications and should be used solely for B2THEWORLD work.

• The Part Time Executive Coordinator will be given access to the B2THEWORLD Google drive to create and store work documents. All B2THEWORLD works in progress and finished documents should be stored in Google Drive.

• The Part Time Executive Coordinator will use Slack strictly for internal communications.

Contract Period

This contract will begin on September 1, 2026 and will be open-ended.

This role is a stepping stone and an opportunity to learn and grow into a full-time role in the future. It offers meaningful exposure to develop invaluable skills while equipping you to confidently interact with senior executives, including the B2THEWORLD Board of Directors