Administrative Assistant

Women in the Window International Administrative Assistant | Job Description

Purpose
The Administrative Assistant provides critical organizational and administrative support for the staff of Women in the Window International, reporting to the Executive Director, and supporting the Mission Development and International Operations Managers. As such, she works closely with the staff and volunteers to fulfill the mission of Women in the Window: equip women in the 10/40 window and beyond, replacing poverty and injustice with dignity and purpose in Christ.

Scope
The Administrative Assistant has a full working knowledge of WiW structure, staff, responsibilities, and plans. She both anticipates and initiates tasks to help fulfill WiW’s overall vision and mission.

Skills
Three to five years’ experience; an overall understanding of administration; well-rounded capability with Microsoft Office components; written and digital communication tools and services; cross-cultural competence; travel planning; various tasks for events, volunteers, communications; professional in personal and organizational presentation with volunteers, staff, board and ministry/resource partners.

Values
Strong Christ-centered commitment; trustworthy; loyal to the vision and mission and cultural values of WiW; positive attitude and teachable spirit; welcomes growth opportunities; strong sense of moral and ethical responsibility; servant-leader mindset.

Specific Responsibilities | Her role includes, but is not limited to the following areas of responsibility:

§ Administration

§ Donors & Events

§ Volunteers

§ Trips & Trainings

Prayer is an essential part of each day at WiW. Administrative Assistant will:

§ Pray daily as we begin our workday in the office.

§ Assist with First Friday Prayer Gatherings.

§ Participate in the annual Prayer Gathering, assist as needed.

§ Pray for urgent and regular prayer requests, inform staff of urgent requests.

Administration:

§ Provides critical organizational and administrative support for the director and staff with organizational tools both physical and online to produce agreed upon desired outcomes.

§ Assist director with scheduling and preparation for appointments and maintaining relationships with key stakeholders to advance the mission of the organization.

§ Assist director with preparation for board meetings and board-related functions.

§ Answer phone, greet guests, check voice mail, sort mail, and share messages with staff.

§ Maintain files (paper and electronic) of ministry partners, resource partners, board members, volunteers and other necessary files in the office and online.

§ Maintain inventory of office supplies, organize and order as needed.

§ Catalogue records and training resources (paper and electronic) and communication tools.

• Update Outlook Calendar & Planner for meetings, trips, and other events and appointments.
• Book office conference rooms as needed.

Communication:

· Work closely with Mission Development Manager to follow up on social media outlets.

· Review posts, emails, and other communications to ensure accuracy and grammatical excellence in how WiW is presented to the public.

Donors:

• Assist with donations (CRM and hard copies), print thank you letters and receipts; maintain files for copies of checks.
• Maintain alignment between the CRM and Resource Development Plan by ensuring all relevant donor, funding, and relationship data is accurately updated across both systems.

Events:

§ Provide office and on-site assistance for event team and staff.

§ Attend event team meetings and take/maintain minutes, share as needed.

Volunteers:

§ Keep volunteer applications current in the office and online, send to appropriate staff.

§ Maintain files for each team traveler (emergency contact info, passport copy, and signed waiver).

§ Along with WiW staff, encourage volunteers through birthday cards, emails, phone calls, etc.

Trips & Trainings:

§ Review and update curriculum in partnership with International Operations Manager, staff, and servant leaders.

§ Maintain paper copies of all partnership and training related documents in the office as needed.

§ Attend Servant Leader meetings, assist with preparation and maintain minutes as needed.

Other Responsibilities as Needed

Position is non-exempt, minimum of 25 hours per week.

Pay: $20.00 - $25.00 per hour

Expected hours: No less than 25.0 per week

Work Location: In person