TITLE: Administrative Assistant

PURPOSE:

This position serves to support the roles of the PAACS US Administrative team including the CEO, Communications, Donor Relations, and Partnership Development Team. This position will also be responsible for working with the PAACS Board of Directors and volunteer leadership.

STATUS: Non-Exempt Role

LOCATION: Able to work remotely, but must reside in the United States. Some travel required for annual meetings.

QUALIFICATIONS:

· Compatibility with the Christian purposes and practices of the PAACS organization.

· Demonstrated administrative skills needed for success in this role and prior experience in an administrative role.

· Ability to utilize various desktop publishing and graphic design software to create invitation cards, posters, brochures, magazines, and design prayer guides.

· Prior experience and demonstrated proficiency with Microsoft Office, Adobe Creative Cloud, Canva, and Adobe Acrobat. Survey Monkey and Doodle a plus.

· Able to travel domestically for two conferences per year in Chicago.

· Demonstrated ability to be a self-starter while successfully accomplishing tasks as part of a virtual organization.

· Have a proven track record of success of working efficiently and effectively for other organizations.

· Demonstrated skills in basic design of graphics.

· Ability to maintain databases of information and quickly learn any technology.

· Possess the knowledge to update website information and maintain information communicated on it.

· Display the qualities of servant leadership with the genuine desire to help others be successful.

· High-level writing, grammar, and editing skills in English.

RESPONSIBILITIES:

· Support the CEO’s work with the PAACS Board of Directors. Work closely with the PAACS Board of Directors, Committees, Surgical Councils, Task Forces, PAACS Partners and their activities. Help the Chairs and members of these groups comply with duties and the requirements outlined in the Board Policy Manual.

· Maintain complete records of active Board members, Surgical Councils, Task Forces, PAACS Partners, and Committee members and maintain the archive of past members. Maintain the current and past records of PAACS leadership.

· Collect needed documentation from the PAACS leadership including CVs, resumes, Conflict of Interest Forms, and Faith Statements.

· Maintain and update all PAACS documents as necessary including the BPM, Bylaws, Orientation Manual, Letterhead, Strategic Plan etc.

· Develop the Board of Directors agenda books, committee agenda books, tent cards, name tags, and other materials for meetings and conference calls.

· Manage all administrative aspects of the PAACS Conference and the Board of Directors meeting in coordination with the CEO (twice a year), including meeting communications, registration, agenda books, working with speakers, collecting PowerPoints etc.

· Manage all aspects of the PAACS Conference in the Fall and be the staff onsite responsible for managing the event.

· Work with the conference hotel in contracting, BEOs, rooming lists and other tasks as needed for the PAACS Fall Conference.

· Review and edit the Board of Directors minutes, update the Board Orientation Manual, and other materials.

· Works with the CEO on managing the PAACS Strategic Plan.

· Set up zoom calls for the CEO, Board members, Committees, Councils etc.

· Set up monthly prayer calls, develop prayer call agendas and send out information to the PAACS leadership.

· Work with the PAACS Spiritual Dean on the Global Day of Fasting and Prayer. Set up the meeting and coordinate all aspects of the Global prayer call, including the event registration, agenda, managing all communications.

· Format and disseminate the monthly CEO and EVP report.

· Work with the Communications Manager in managing the Communications Calendar and the dissemination of all communications with donors.

· Develop and design the PAACS thank you cards, Harvest cards and Christmas cards and their messages and the Alumni Newsletter.

· Work with the Communications Manager in collecting articles, developing and disseminating the monthly Bulletin.

· Work with the Communications Manager in designing PAACS fundraising emails to tell the PAACS story and send to donors utilizing Constant Contact.

· Work with the Directors of Partnership Development in developing fundraising invitations, Save the Dates, and other communications.

· Work with the Directors of Partnership Development in communicating with donors aobut events, fundraisers etc.

· Work with the Directors of Partnership Development and the finance team in collecting funds from ticketed fundraising events.

· Work with printers and mailing house for mailing of all fundraising materials and letters.

· Maintain and update the PAACS website.

· Create PAACS Facebook and social media posts twice a week to publicize the work and story of PAACS.

· Ensure that all expenses for the CEO and others as assigned are accurately documented and completed in Concur.

· Perform duties as the Microsoft 365 user management administrator, including creating new accounts and groups, resetting passwords, and managing permissions in SharePoint.

· Proofread letters, emails, and various documents with a high level of attention to grammar, spelling, and mechanics.

· Complete any other duties or tasks as assigned by the CEO.

Pan-African Academy of Christian Surgeons

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