Title: Administrative Assistant (Event & Volunteer Coordinator focus)

 

DESCRIPTION

The Saint John Institute is a non-profit 501c(3) organization with a vision to send leaders for labor in the Lord’s harvest. Our mission is to inspire young adults in leadership for evangelization at Eagle Eye Ministries; we equip faith with leadership and leadership with faith at the Masters Leadership School; we engage great talent for the evangelization of culture through family and business at the Faith and Leadership Consortium.

 

Our core values: Vision. Daring. Grit.

 

The Administrative Assistant supports the SJI staff office functions, building operations, and volunteer engagement. This position’s focus has four primary areas: 1) office support and reception, 2) volunteer engagement, 3) events, and 4) facility operations. Part-time and full-time applicants encouraged to apply.  It is located in Englewood, CO.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

        Receive incoming calls, visitors and deliveries

        Support the President, Chief of Staff and SJI teams with general clerical tasks

        Lead volunteer training and ongoing engagement

        Assist with meeting coordination and special events

        Assist with building operations


35%: Administrative Assistant/Reception

 

  • Greet visitors and volunteers. Provide building tours for guests, new employees
  • Meeting coordination: scheduling, reminders, minutes, conference calls, technology and set up
  • Prepare and post office communications by email, social media, or print
  • Manage the wish list
  • Distribute incoming mail
  • Running errands including shipping packages and mail and support for the President
  • Maintain the file organization in Google Drive, Google Calendars, and Smug Mug

 

  • Scan and upload documents, photos, create and organize files
  • Vehicle and building maintenance
  • Technology logs
  • Update SJI Contacts database

 

  • Assist with weekly orders and deliveries: price comparisons, facility supplies, water, groceries
  • Assist with building and property preparations and maintenance: lobby, chapel, restrooms
  • Troubleshoot issues regarding executing tasks, internet, security, facility maintenance
  • Process cash and check donations: data entry, processing mailed donations and tax receipts
  • Coordinate and facilitate meetings including preparation of meeting materials
  • Open mail and donations and enter donations into the Deposit Report and Kindful

 

 

25%: Volunteer Engagement

 

  • Recruit, interview, screen, and place volunteers based on interests, skills, and SJI's needs
  • Direct volunteers according to work list
  • Build relationships with volunteers
  • Conduct volunteer interviews and lead on-boarding
  • Maintain volunteer database including tracking volunteer hours and activities
  • Assist with volunteer appreciation and communication activities

 

25% Event Support

 

  • Prepare supplies for President’s travel and SJI events
  • Support event coordinators to ensure smooth set up, execution, and wrap up of events
  • Restock event supplies, promotional products, bookstore products
  • Assist with follow-up emails and phone calls for the National Network and Consortium
  • Assist in updating documents and promotional materials for all ministries using during events
  • Coordinate and assist with the annual Summit event and Consortium events
  • Create event planning agendas and meeting minutes

 

15%: Other Duties and Responsibilities

 

  • Participate in team meetings, trainings, and events
  • Engage in professional development opportunities
  • Some travel required

 

QUALIFICATIONS

 

  • Enthusiasm, teamwork focused and strong customer service orientation
  • Strong verbal and written communication
  • Strong organizational and interpersonal skills
  • Familiarity with Excel, Word, PowerPoint. Database experience preferred.
  • Ability to adapt, be flexible, and multi-task in a fast changing environment
  • Ability to work independently with minimal supervision and collaborate with the team
  • Moral life according to the teachings of the Catholic Church
  • Teachable spirit. Willing to take on new tasks as assigned.

 

Education and Experience:
H.S. Diploma and 2 years work experience in an administrative, receptionist, or customer service role.

 

Licenses and Certifications:
None Required. None preferred.