Full-time – 40 hours per week
Monday through Friday, 8:00 am to 5:00 pm
Reports to: Director of Finance and Administration
Dress code: Business casual Monday through Thursday and casual on Friday
Objective
The Executive Administrator serves as the first line of relationship with listeners and guests while providing professional administrative support to the President of KHCB and senior leadership as directed.
The Executive Administrator is responsible for providing excellent listener care, managing administrative/executive tasks, and maintaining a professional and welcoming reception area.
Essential Functions
- Responsible for taking care of listeners and guests, demonstrating good communication skills and empathy to understand their needs and concerns. Assist with donations from listeners.
- Assist and support listeners/donors over the phone by providing information about programs or services, addressing feedback or complaints and praying with them when needed.
- Handling correspondence, sorting mail by managing incoming letters and processing donations into batches.
- Assist the Finance department with administrative tasks that include Data entry on Virtuous CRM, Raise Donors, AQ2, filing, organizing documents, and managing deliveries.
- Handling various Executive administrative tasks that are requested from Senior staff.
- Dedicating 20% of time to executive administrative assistance for President of KHCB.
Duties
- Answer phone calls for KHCB Network
- Ensure timely answering of incoming phone calls and following up with voicemails from overnight calls.
- Provide accurate and relevant information to callers regarding programs, services, and events.
- Demonstrate empathy and understanding towards callers, particularly when addressing complaints or sensitive matters, to ensure a positive caller experience.
- Assist staff with on air call-in shows.
- Manage email@khcb.org address and correspondence.
- Assist Listeners and Donors
- Offer technical assistance to callers experiencing issues with accessing or using the organization's platforms, websites, or digital services. Troubleshoot problems effectively and guide callers through resolution steps.
- Assist donors in making gifts on the RaiseDonors platform.
- If unable to resolve an issue directly, refer callers to appropriate resources or departments within the organization for further assistance, ensuring they receive the support they need in a timely manner.
- Follow-up with callers as needed, such as providing updates on the status of their inquiries or issues, ensuring continuity of support and addressing any outstanding concerns in a timely manner.
- Handling Correspondence
- Process correspondence (physical mail or email) ensuring all correspondence is properly documented and logged.
- Read listener letters attentively to understand the nature of their inquiries, feedback, concerns, or expressions of appreciation, gaining insights into listener sentiment and needs.
- Disseminate relevant information contained in listener communications to appropriate departments or personnel within the organization, facilitating coordination and follow-up on any actionable items or concerns raised.
- Administrative Tasks
- Creating batches after processing mail.
- Helping with data entry of check batches in AQ2.
- Responsible for sending donation receipts.
- Maintain the mailing list, including changes of address, adding new requests, removing deceased donors, and/or donors who no longer want to receive KHCB communications.
- Keeping invoice files organized.
- Help with the maintenance of the Calendar list to be sent to a vendor for mass mail out.
- Fulfill listener requests for promotional items.
- Executive Tasks
- Draft, review, and send communications on behalf of executives.
- Coordinate Trustees’ Board meetings, Envelope Stuffing Day, and other meetings by ordering food or setting up the coffee table.
- Keeping track of building supplies and placing timely orders for economical replacements.
- Assist with staff birthdays: celebrations including any decorations, ensuring each birthday card is signed by the entire team in a timely manner.
Work Environment/Conditions
This role routinely uses standard office and broadcast equipment such as computers, phones, copier, fax, printer, scanner, and filing cabinets. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds.
Required Skills and Qualifications
- Bachelor’s degree in business administration or a related field (preferred).
- 5+ years of experience in an executive support role.
- Exceptional organizational, planning, and time-management skills.
- Excellent communication skills: Strong verbal and written communication abilities.
- High proficiency with Microsoft Office Suite, Google Workspace, and scheduling tools.
- Discretion and professionalism in handling confidential information.
- Efficient time management skills with the ability to multitask, work independently and under pressure in a fast-paced environment.
- Strong problem-solving skills and attention to detail.
- Advanced interpersonal skills
- Ability to work with different groups of people
- Teamwork skills
Preferred Skills:
- Experience with CRM’s (preferably Virtuous)
- Experience supporting C-level executives
Educational Requirements
- High school diploma or equivalent required
- Associates degree or equivalent required
Selected individual must be enthusiastic about working in an evangelical Christian non–profit, non-smoking, work environment. Employee will be required to sign and adhere to KHCB's Employee Statement of Faith and Conduct. Employee may occasionally be required to discuss matters of faith or religion with listeners.
