We Stories is a rapidly growing nonprofit organization that uses the power of children’s literature to create conversation, change and hope in St. Louis and a stronger, more equitable and inclusive future for all. We help families start and strengthen conversations about racism by providing books that feature diverse characters, learning resources for parents, and access to a supportive community. Founded in December 2015, we are now working with 550 local families and have an ever-growing waitlist and expanding donor base. This position would be the first outside hire to help us strengthen our operations so that we can scale rapidly and sustainably and produce greater impact.
As an organization, we value:
- Honesty & Integrity
We make these values come to life in the way we work together internally with each other and externally with our community partners. Every staff member is expected to hold the mission and these values as a central focus and to contribute constructively to the organizational culture and sense of teamwork.
The executive assistant provides high-level administrative support to We Stories executives by establishing, implementing and maintaining systems that support the organization as it grows. In addition, this position will provide administrative support for and serve as the centralized coordinator of the organization’s fundraising and operational activities. The executive assistant takes the lead on insuring that these processes run smoothly and effectively.
By helping this growing and dynamic nonprofit strengthen its efficiency and effectiveness, you will be a key contributor to the organization's growth and impact on our region.
- Administration and office management
- Manage organizational calendar for staff and volunteers and update task management documents.
- Perform data level work in donor management software and retain primary responsibility for data input, ongoing system maintenance and clean up and report generation.
- Meeting preparation and follow up including preparing agendas and meeting space logistics, recording, transcribing and distributing meeting minutes.
- Open, sort and distribute incoming correspondence including email.
- Draft fundraising solicitation communications, process gifts and write thank you notes.
- Perform general office duties such as ordering supplies and maintaining records management database systems.
- Customer and personal service
- Ability to interact effectively with a wide variety of people.
- Serve as the first point of contact/public face for families who participate in the program, Board and Executive Leadership Council, donors and funders.
[Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.]
Competencies, Skills and Personal Characteristics
- Communication proficiency and active listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate.
- Personal Effectiveness/Credibility – Attention to detail with emphasis on timely, high quality follow through on tasks and assignments in a consistent manner. Demonstrated passion for continuous improvement in personal performance and organizational effectiveness. This includes an internal drive for results and an action orientation.
- Office and Time Management – Ability to develop and implement procedures which standardize We Stories procedures and insure consistent, effective support of programs and office functioning
- Teamwork and Collaboration Skills – The ability to work with others effectively while maintaining a professional demeanor and composure, demonstrated flexibility and ability to grow/change as We Stories grows.
Salary Grade/Range: $12 per hour
Reports to: Executive Director
Supervisory Responsibility: This position has no supervisory responsibilities.
Work Environment: The person in this position will operate from a shared workspace. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands: This is largely a sedentary role; however, some filing is required. This requires the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work: This is a part-time position of 15 to 20 hours per week. Work will be scheduled with supervisor and will primarily occur during the business day Monday through Friday, 9:00 a.m. to 5:30 p.m. Evening meetings may occasionally be required.
Travel: No overnight travel is expected for this position. There may be occasional local day travel. Reliable transportation to meeting locations required.
Required Education and Experience: High school diploma or equivalent and five years of administrative experience. Ability to work effectively with computer and financial programs including but not limited to Microsoft Office, Google Drive, accounting and fundraising software.
Work Authorization: This position requires proof of eligibility to work in the United States (Form I-9).
AAP/EEO Statement: We Stories is an equal opportunity employer.
Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Please send your responses to the two questions below, along with your resume and names of two references to email@example.com; review of applicants will begin 10/16/17.
Questions to include in your application:
- Describe a time that you helped something go from good to great. What was the problem you faced? How did you contribute to solving it? How did your solution hold up over time?
We acquired more than 300 donors in the last year. Our biggest opportunity and challenge is retaining those relationships and growing their support. How would you approach this problem?