Executive Administrator

Executive Administrator

Reports to: 


COO

Works closely with: 
Finance, Communications

Schedule:


Part-time, approximately 15-20 hours per week

Location:


Remote (Colorado Springs, Colorado area preferred)

Position Scope:

This role provides high-level administrative support to organizational leadership while serving as a key point of contact for donors, partners, and general inquiries. This role ensures effective office operations, maintains accurate donor records, supports donor stewardship efforts, coordinates organizational communications, and assists with events and special projects. The position requires strong organizational skills, excellent communication, attention to detail, and a commitment to advancing Communitas’ mission through exceptional service and stewardship.

Principal Duties & Responsibilities:

Administrative Support

• Provide administrative assistance and support to the COO/Co-CEO.
• Manage the office phone system (Virtual PBX) and assist with general office communications.
• Monitor the office email inbox, ensuring messages are reviewed, organized, and forwarded to the appropriate recipients in a timely manner.
• Format and distribute Board document packets.
• Check and process incoming mail regularly, including scanning and forwarding documents to the appropriate recipients.
• Assist with organizing and coordinating events and other organizational activities.

Donor Relations & Customer Service Support

• Serve as a primary point of contact for Communitas donors and general inquiries, providing responsive and professional customer service.
• Answer incoming calls from donors and general callers, serving as the Communitas operator.
• Respond to online inquiries from donors and other individuals.
• Maintain donor records by processing database updates and adjustments.
• Monitor declined transactions within the credit card processing system (currently Amplify), notify donors of declined gifts, and provide instructions for resolution.
• Follow up with donors or missionaries regarding unresolved transaction issues.
• Notify donors when recurring commitments are ending.
• Generate donor reports as needed.
• Maintain accurate donor records and provide appropriate documentation for charitable contributions.
• Assist donors with troubleshooting and resolving donation-related questions or issues.

Communications Support

• Format and distribute the monthly newsletter, Inside Communitas.
• Maintain the Inside Communitas mailing list in Mailchimp.
• Format and distribute the external newsletter, Connections.
• Add and maintain staff and project webpages as needed.

General Responsibilities:

• Demonstrates spiritual maturity and a growing relationship with Jesus Christ.
• Aligns fully with the mission, vision, values, and Statement of Faith of Communitas.
• Demonstrates professionalism, discretion, and integrity in all matters.
• Maintains a collaborative, learning-oriented, and positive leadership posture.
• Commits to excellence in communication, stewardship, and organizational representation.

Qualifications:

• Highly organized with strong attention to detail.
• Proven ability to manage multiple tasks, large volumes of data, and documentation accurately while meeting deadlines.
• Strong problem-solving skills with the ability to troubleshoot issues, identify solutions, and exercise sound judgment.
• Excellent interpersonal and communication skills, with the ability to build positive relationships with donors, staff, and other stakeholders.
• Demonstrated commitment to providing exceptional customer service and responding to inquiries with professionalism, patience, and care.
• Proficiency with databases, including data entry, record management, reporting, and basic query functions.
• Strong computer skills, including Google Workspace, Microsoft Office, and web-based applications or content management systems.
• Adaptable and comfortable learning new systems, processes, and technologies.
• Comfortable making outbound phone calls and building rapport with donors.
• Available to work occasional evenings or other non-business hours to support appointment scheduling.
• Experience working effectively in a remote or distributed team environment is preferred.
• High school diploma or equivalent required.