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Executive Administrative Assistant Reports to: CEO and Founder Save a Life International is a faith-based nonprofit dedicated to supporting women facing crisis pregnancies and families in need in Ukraine. We are looking for a Part-Time (25 hours per week) organized, dependable Executive Administrative Assistant to work closely with our CEO, and bring order, focus, and follow-through to her day. You will be a trusted gatekeeper for her time: helping decide what needs her attention, what can wait, and what can be handled without adding another meeting to the calendar. You will help her stay organized, on task, and prepared while supporting donor relationships, events, and basic financial administration in QuickBooks. A heart for our mission, sound judgment, and a willingness to take initiative are essential.

Key Responsibilities:

Executive support and time management: Protect the CEO's time by managing her calendar, screening scheduling requests, and coordinating priorities with her. Build in time for focused work, help keep meetings on track, and arrange travel and related logistics.

Communication and correspondence:

Assist with email management and draft correspondence, reports, and other materials. Coordinate communication with staff, board members, donors, and ministry partners on the CEO's behalf.

Organization and follow-through:

Keep a clear view of priorities, deadlines, and next steps. Prepare meeting agendas and materials, take notes, and follow up on commitments. Offer timely reminders and respectful nudges so important tasks keep moving.

QuickBooks and financial administration:

Enter and categorize transactions, organize receipts and invoices, track expenses, and assist with reimbursements and basic financial reports in QuickBooks. Coordinate with the bookkeeper or accountant to maintain accurate, complete records.

Events and hospitality:

Coordinate logistics for fundraising events, organizational gatherings, and visiting team members or guests, including scheduling, registrations, materials, and hospitality arrangements.

Projects and office administration:

Track ongoing projects and deadlines, organize digital and physical files, order supplies, and assist with program documentation, grant materials, and other administrative needs.

Additional executive coordination:

Provide occasional assistance with personal scheduling and logistics connected to the CEO's family and related business commitments.

Confidentiality and discretion:

Handle organizational, donor, financial, and personal information with professionalism, sound judgment, and integrity.

Qualifications and Skills:

At least 4 years of experience in an administrative, executive support, or similar role. Working experience with QuickBooks and a basic understanding of bookkeeping, expense tracking, and financial recordkeeping. Proficiency in Microsoft Office, including Word, Excel, and Outlook Strong organizational and time management skills, with the ability to prioritize competing needs and meet deadlines. Excellent written and verbal communication skills, including professional email correspondence. Attention to detail and a commitment to accuracy in scheduling, records, and financial documentation. Ability to anticipate needs, take initiative, and follow tasks through to completion without waiting for a reminder. Dependability, flexibility, and discretion, with the confidence to ask clarifying questions, flag competing priorities, and redirect requests respectfully. A supportive, service-minded approach and alignment with Save a Life International's faith-based mission and values.

Preferred Qualifications:

Bilingual proficiency in English and Ukrainian. Experience supporting a CEO, founder, or business owner. Experience in a nonprofit or ministry setting, particularly in donor relations, fundraising, or event coordination. Familiarity with donor management systems, grant documentation, or nonprofit financial processes. Experience coordinating international travel or working with teams across time zones.

Physical Requirements:

Ability to lift up to 15lbs Consistent work with a keyboard and computer Frequent combination of standing and sitting throughout the day If you enjoy bringing order to a busy day, helping someone stay focused, and seeing the details through, you could be a great fit. Your work will give our CEO more room to lead and help our ministry bring practical support, hope, and the love of Christ to women and families. Pay and Benefits $25.00/hr. 10 days of PTO (accrued) Schedule M-F (On-site) from 10am-3pm Website https://www.savealifeintl.org Please submit your resume to hr@nir.com or you can also apply through Indeed. Thank you and we look forward to hearing from you!

Pay:

$24.00 - $25.00 per hour Expected hours: 25.0 per week

Benefits:

Paid time off

Work Location:

In person