Executive Assistant

Job Description

Fidelis Sisterhood is seeking an Executive Assistant with excellent organizational skills and attention to detail to help our Executive Director and Chief Operating Officer execute special projects that are crucial for our mission. This is an hourly, project-based role. The initial project will require approximately 3 months of work with the possibility of assisting with additional projects in the future.

Location: Remote, but Knoxville, TN preferred

Availability: 20 hours/week (Temporary contract with the potential for a permanent position.)

Reporting to: COO

This specific job functions include:

Chapter Support & Program Management:
• Annual and new Membership registration and reporting
• Annual and new Chapter subscription invoices, including all additional invoices as necessary, and reporting
• Create and manage registration forms
• Membership and Chapter data management
• Inspire management - registration, finances, invoices
• Assist with the management of steps for new chapters
• Provide ongoing customer service relating to any of the above responsibilities
•Order all supplies and Insignia as necessary
•Maintains all inventory, including books, and various Insignia items

IT Systems & Communication Management:
• Take Minutes during staff meetings and others as assigned.
• Assist with all organizational systems including but not limited to Microsoft Suite, PushPay, MailChimp, ClickUp, Canva, QuickBooks, all processing accounts, and other software
• Update email communication lists (Inspire List, Mentor List, All Registrants List)
• Maintain Coronated Sister Alumna Lists

Finance Management: Assist with all finances for organization, including:
• Daily bookkeeping and QuickBooks Management (tracking accounts into correct categories, tracking expenses, managing available funds)
• Managing Chart of accounts
• Managing Annual Budget
• Monthly Reconciliation
• Monthly journal entries
• Donation management
• Billing/Invoicing
• Subscription Management
• Insignia tracking/billing for orders and bookkeeping
• Managing accounts receivable/payable

Other duties as assigned.

Resumes and cover letters may be submitted to Nikki Becker, COO, at nikki@fidelissisterhood.org.

About the Employer

Fidelis Sisterhood forms girls - heart, mind, body, and soul - into a sisterhood of mature, virtuous disciples of Christ through the witness of Catholic women. The heart and fullness of Fidelis is a parish sponsored multigenerational program inviting girls in grades 6-12 into sisterhood with women, young and old, leading each other to Christ. Fidelis is in complete communion with the Roman Catholic Church and shares the beauty of her teachings with women and girls through our program materials.