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Job Description
Office Coordinator and Executive Assistant AncoraTN (formerly End Slavery Tennessee)
AGENCY DESCRIPTION
AncoraTN (ATN), formerly End Slavery Tennessee, works tirelessly to nurture survivor healing and strategically combat human trafficking in Middle Tennessee. We seek to break cycles of exploitation and support survivors of human trafficking as they heal from their traumas—offering long-term, comprehensive aftercare services. Through training communities and professionals, advocating for legal changes, and implementing prevention programming, AncoraTN works to stop human trafficking before it ever begins. AncoraTN was founded in 2012 as a faith-based, not-for-profit organization for the purpose of community awareness and education. We strive to create an environment of faith and spirituality to restore hope and a lifetime of community. We are an agency committed to trauma-informed principles and seek to promote an environment focused around a diverse and inclusive team - all working towards the mission and vision of the organization.
REPORTS TO
Chief Operations Officer (COO)
POSITION SUMMARY
This position will provide part-time administrative support to AncoraTN staff and leadership. The Office Coordinator and Executive Assistant creates a positive and efficient work environment so that staff feel equipped to carry out the mission: to nurture survivor healing and strategically combat human trafficking in Tennessee.
KEY RESPONSIBILITIES
Provide high-level administrative support to CEO and Officers, ensuring smooth day-to-day operations of the office. Manage and maintain the Executive Directors/CEO's calendar, schedule meetings, appointments, and travel arrangements as needed. Coordinate internal and external communications, including emails, phone calls, and correspondence, ensuring timely responses. Prepare and proofread documents, reports, presentations, and other materials as requested by the CEO and Officers. Organize and schedule meetings, including Board meetings, staff meetings, and other organizational events. Prepare agendas, take meeting minutes, and track action items to ensure follow-up and completion. Ensure all meeting logistics are arranged, such as room bookings, lunches scheduled, materials, and technology setup. Answer main inquiries about the organization via email and phone and redirect to appropriate staff members as needed. Keep staff informed of general information. Process mail and deposit donations for the agency 3x a week. Distribute all other mail accordingly to staff members, participants, etc. Maintain a clean, stocked work environment for staff. Order supplies and organize main workspaces/ storage as needed. Maintain an organized internal filing system for contracts, W-9's, tax exemption forms, and any other important documentation. Handle onboarding process and ensure onboarding process is efficient for new employees; including setting up all accounts and equipment Handle offboarding process and ensure offboarding process is efficient for previous employees; including deleting all accounts and offboarding equipment Keep staff informed of employee birthdays and work anniversaries. Send cards out to all staff. Support vendor management by communicating with and coordinating external service providers when necessary Receive and review all operations related invoices, ensuring accurate submission to the CFO and Bill.com in a timely manner Ensure all auto drafted invoices are submitted to Bill.com and CFO in a timely manner Maintain agency's phone system, update directory as staff come and go, and record main line greeting (update for closures/ holidays). Track employee computer purchase dates and distribution. Assist with end of month financial reporting as requested. Problem-solve daily and ongoing issues for entire staff. Assisting staff in any IT phone/computer issues. Provide additional support as needed to other departments or staff members on various tasks, ensuring overall organizational efficiency. Any other tasks given by supervisor All positions at AncoraTN interact with survivors of human trafficking from day to day. This issue is sensitive and complex. Every employee is trained in trauma-informed and strength-based approaches in order to connect with and build appropriate and encouraging relationships with survivors. We strive to create a completely judgement free work environment. Empathy, compassion, and the ability to deal with difficult situations is a must for anyone who works at AncoraTN. As part of the Operations Team, you will have access to sensitive and confidential information, including but not limited to financial records, personnel matters, strategic plans, and donor details. It is expected that you will maintain the highest standards of confidentiality and discretion in all aspects of your work. You agree not to disclose any confidential information to unauthorized parties, either during or after your employment, without the explicit consent of the CEO and/or Officers.
WORK ENVIRONMENT
Work is carried out primarily in an office setting with intermittent sitting, standing, walking, and some light physical activity. Most work is performed while sitting and using the computer, phone, and engaged in face-to-face conversation with staff and/or clients. Some car travel and use of personal vehicle is required. This position reports into the office and is not eligible to work from home.
EDUCATION, EXPERIENCE, AND SKILLS
Experience supporting executive leadership, including scheduling, meeting preparation, and follow-through on action items is required Bachelor's Degree in related field or equivalent experience preferred. Proactively anticipates executive needs by thinking ahead, identifying priorities, and preparing materials, schedules, and solutions in advance Strong attention to detail / highly organized Excellent written and verbal communication skills, including professional email and calendar management High level of discretion and emotional intelligence when interacting with survivors, donors, board members, and community partners Proficient computer / tech skills required, including Excel, Outlook, Windows, CRM, and Microsoft 365. Experience with Neon is desired but not required. Ability to work effectively under pressure Time management skills with the ability to meet deadlines Able to maintain confidentiality, as required by law and in the best interests of survivors, donors, and organization as a whole Fast learner, strong ability to problem solve, and capacity for hard work Valid Tennessee driver's license, state-required driver's insurance and access to reliable personal transportation Overall positive attitude and willing to take on anything
ADDITIONAL REQUIREMENTS
Initial and subsequent random drug screening is required as per agency policy. A background check is required. Must be willing and able to embrace and exemplify our core values.
JOB TYPE
Part-Time, this position will have set hours to not exceed 25 hours per week. Hours will range between Monday-Friday 8:00 am-4:00 pm depending on availability and needs of the organization. (willing to work some evening and weekend hours, as needed). Some travel may be required.
SALARY AND BENEFITS
Base Salary:
$19-21/hour
Benefits:
$150.00/ month for therapy reimbursement Employer 403b match up to 1% of salary based on employee contributions and dependent on annual board vote. Eligible after 6 months of employment
HOW TO APPLY
To apply for this job, you will submit your application directly through our online portal at https://jobs.appone.com/AncoraTN. No phone calls are accepted for this position. AncoraTN recruits, employs, trains, compensates, and promotes without regard to race, color, religion, national origin, sex (including sexual orientation, gender identity, and pregnancy), age, disability, veteran status, genetic information, or any other protected status as required by applicable law. About AncoraTN AncoraTN works tirelessly to nurture survivor healing and strategically combat human trafficking in Middle Tennessee. We seek to break cycles of exploitation and support survivors of human trafficking as they heal from their traumas—offering long-term, comprehensive aftercare services. Through educating communities and professionals, advocating for legal changes, and implementing prevention programming, AncoraTN works to stop human trafficking before it ever begins.
