Executive Assistant

Job Description

Title: Executive Assistant

Position Type: Part-time, hybrid/remote with occasional in-person
meetings and events as needed

Hours: Flexible; estimated 20 hours per week

Position Summary: The Executive Assistant supports the Executive Director and organizational operations of the Transborder Coalition through administrative coordination, donor database management, communications and systems organization. The Executive Assistant plays an important role in strengthening the TBC's administrative capacity, communication, and organizational effectiveness in support of its humanitarian mission and partnerships.

Reports To: Executive Director

Transborder Coalition for Border Ministries:
The Transborder Coalition is growing non-profit and network of religious congregations and faith-based organizations assisting people on the move along the Southern California-Mexico border in partnership with the Collaborative for Border Ministries.

Key Responsibilities
1. Executive Support
Provide high-level administrative and operational support to the Executive Director with day-to-day operations.
• Manage the Executive Director's calendar, appointments, and
scheduling priorities
• Coordinate meetings, prepare agendas, and distribute meeting
materials
• Draft correspondence, reports, presentations, and other
organizational documents
• Monitor and respond to inquiries on behalf of the Executive
Director as appropriate
• Support with policy and procedure implementation
• Assist with travel arrangements and logistics

2. Database Management & Member/Donor Communications
Administer data management and communications system
through the organization's Donor Perfect/Constant Contact
system.
• Learn and optimize the use of Donor Perfect/Constant Contact
system for donor management and member engagement
• Create and maintain records for new and existing members and
donors
• Record and track donations and forward donor thank-you letters
• Assist with membership retention and fundraising campaign
communications
• Collaborate with Executive Director and committee chairs for the
development of donor/donation/membership reports as
needed

3. Payroll and Finance Administrative Coordination
Provide administrative and organizational support related to payroll and financial operations.
• Coordinate with Executive Director and external professionals as
needed regarding organizational compliance with payroll,
employment-related requirements and other payroll
administration needs
• Ensure timely payments for bookkeeper, contractors, credit card
accounts, and other approved expenses
• Manage vendor relationships and service contracts as assigned
• Prepare invoices and monthly expense documentation for the
bookkeeper and organize financial records
• Assist with donation deposits in a timely manner
• Collaborate with the Executive Director and Finance Committee
to review financial statements for accuracy

4. Board & Committee Support
Assist with preparation and coordination of board and committee related materials and meetings
• Support preparation, organization and distribution of quarterly
board meeting materials, Board Book
• Help record and maintain meeting minutes and organization
records
• Assist with scheduling meetings/calendars, logistics and minutes
as requested
• Coordinate digital files, shared documents, and communication
platforms for internal collaboration
• Support with follow-up on board and committee action items

5. General Administrative & Program Support
Provide flexible support for organizational activities and collaborative ministry efforts.
• Assist in coordinating visits to ministries and partner
organizations
• Support member, donor and ministry gatherings and events
• Coordinate mailings, administrative correspondence
• Support with mail pick up and drop off
• Assist with setup and troubleshooting of technology systems as
needed

Preferred Qualifications
• Associate's degree or equivalent professional experience.
• Minimum 2 years of administrative, executive support, or
nonprofit experience.
• Remote/Hybrid work experience
• Strong organizational and administrative skills
• Excellent written and verbal communication abilities
• Ability to handle confidential information with discretion
• Experience with donor databases and nonprofit administration
preferred
• Familiarity with Google Workspace, Microsoft Office, Zoom, and
shared digital platforms
• Ability to work independently while collaborating effectively with
leadership and volunteers
• Commitment to humanitarian, faith-based, immigrant/migrant, or
social justice work is valued
• Bilingual English/Spanish proficiency

About the Employer

The Transborder Coalition is network of religious congregations and faith-based organizations assisting people on the move along the Southern California-Mexico border in partnership with the Collaborative for Border Ministries.