Executive Assistant to the Chief Financial & Operating ...

OverviewCentral India Christian Mission is an indigenously led ministry that strategically serves South Asia. Since its founding in 1982, the organization has fed, clothed, and provided medical care to the poor and destitute. It has planted churches, mentored leaders, taught disciples, and transformed communities through the Gospel lived out by thousands of selfless Christ-followers. We are seeking an Executive Assistant to work alongside our Chief Financial and Operating Officer in our U.S. headquarters on the north side of Indianapolis.The Executive Assistant to the CFO/COO plays a versatile role, responsible for handling administrative and accounting duties. This position is full-time, 32 hours a week, on-site, five days a week, with remote work available in cases of illness or other temporary circumstances. Our office is located at the Nexus Impact Center, which is a co-working space and business meeting facility. We have six U.S. employees in a private, business-casual, open office environment that fosters collaboration, communication, and a sense of community. However, due to meeting and travel schedules, there will be days the Executive Assistant works alone.Duties and ResponsibilitiesAdministrative and Office ManagementAssists the CFO/COO with all administrative tasks, including calendar management, phone calls, correspondence, email, etc.Maintains the “US Office” and "Staff PTO” calendars.Maintains the Board of Directors’ documentationCommunicationsMinutesResolutionsMaintains corporate documentsArticles of IncorporationBy-LawsBusiness Entity Reports: Indiana and North CarolinaMaintains office supply inventory.Manages incoming mail.Responds and makes phone calls.Monitors the inbox and manages incoming messages.Welcomes office guests.Posts the necessary information about current labor laws.AccountingAccounts PayableEntering and coding invoices to Entering and coding credit card expense receipts to ExpensifyMonth-End ReconciliationsBank, investment, and brokerage accountsCredit card statementsOnline giving platformsTravel, Conferences, and PurchasingBooks domestic and international travel for all U.S. employees.Books conference registrations, including booth space, travel, and display coordination.Assists in researching and procuring office furniture, office equipment, promotional displays, and municationsFacilitates projects with the CFO/COO, the graphic designer, the U.S. and Indian staffs, and the involved vendors.Distributes the monthly newsletter and other email communications using MailChimp.Maintains the MailChimp database in partnership with the development team and the Communications and Grant Coordinator.Monitors and maintains CICM web pages and assists with keeping information current.Manages social media posts to a determined schedule.DevelopmentAttends local conferences, partner meetings, and events when requested by the CFO/ the absence or unavailability of the Administrative and Donor Services Representative:Processes checks, donations, and deposits.Separates donation checks from other business puts individual check details into Salesforce.Prepares the bank deposit spreadsheet for distribution to the financial and development staffs.Scans checks via Remote Deposit to BancFirst and completes the deposit.Deposits cash and unscannable checks at a local Chase branch.Enters ACH, wire transfer, and iPay Solutions donations into Salesforce as sent from CFO/COO.Monitors and responds to comments on the Classy/GoFundMe online donations.Keeps donor information and activities updated in the Salesforce database.Sends handwritten thank-you notes to supporters and friends of the Mission.Sends monthly and annual gift receipts and acknowledgments via email and USPS.Creates receipt/acknowledgment templates for various donor classifications.Gathers “campaign” data for various donor classifications with the help of the CFO/COO.Emails the receipts and acknowledgments from Salesforce.Sends printed receipts and acknowledgments to donors who do not have active email addresses.Carries out additional administrative, development, and operational duties as determined by the CFO/COO.QualificationsA bachelor’s degree with at least four years of experience, or ten years of related experience.Proficient in Microsoft Office, Google Workplace, and database entry. Experience in Salesforce and QuickBooks Online preferred.Willingness to learn CICM’s software platforms: Salesforce (donor database), QuickBooks Online (financials), Expensify (credit card expenses), (vendor invoices), Zoom (phone and video), Basecamp (collaboration), and Dropbox (file storage).Applicants are encouraged to submit a cover letter along with their resume. #J-18808-Ljbffr

Created: 2025-09-17