Administrative Assistant

Ministry In Motion International Dance Theatre is seeking a dedicated and organized individual to join our team as an Administrative Assistant (AO). The Administrative Assistant is responsible for assisting the Executive Director (ED) in performing administrative duties related directly to the operations of Ministry In Motion Inc. (MIM). Major duties involve support and liaison between the ED and other staff, ensuring efficiency in administrative office procedures, including bookkeeping and computer operations.

Requirements/Responsibilities

I. Administration

• In conjunction with the Executive Director, assist in overseeing the volunteer staff who work in office procedures, school of dance, company involvement and management.
• Complete a broad variety of administrative tasks for the operations of the office including managing calendar of events; completing reports; composing and preparing correspondence that is sometimes confidential; arranging agendas; and compiling documents for in-service meetings, community events and board meetings.
• Assist with training, scheduling and oversight of volunteer receptionist
• Receive calls relating to office
• Fill-In for receptionist based on rotation schedule or in absence of the receptionist
• Serve as one point of contact for all matters directed to the functioning of the Executive Director Office from staff and volunteers. Determine appropriate responses to issues and ensure successful resolution. Research, prioritize, and follow up on incoming issues and concerns affecting the functioning of the ED office, including those of a sensitive or confidential nature
• Organize and manage a mechanism for effective and efficient communication among departments

II. Accounting

• General bookkeeping procedures of the center: entering, maintaining, and balancing accounts payable and accounts receivable
• Complete weekly accounting procedures of entry, payments, and deposits
• Balance financial statements for the ED and Board for tax purposes
• General procedures for payroll, taxes, and payment of bills on a timely basis
• Monitor office budget and expenditure.

III. Computer Operations

• Entry of accounting, donor receipting, and monthly donor letters
• Generate financial reports and donor information reports for the ED
• Update the general mailing list and produce mailing labels, as needed by the ED
• Implementation of data entry of annual fundraising events, including reports and billing procedures
• Coordinate the gathering and stuffing of materials for bulk mailings with the office volunteers

IV. Concert, Fundraising and Events

• Complete a broad variety of administrative tasks for the production of the Annual Concert and Mini Fundraising events, including managing the task assignment worksheet/timeline; updating the timeline; assigning and communicating with other volunteers involved.
• Provide support to the ED in all areas of Concert Preparation and day of where needed
• Accompany ED in attending fundraiser Home Teas, Community Events and other outings
• Attend Annual Concert, practices and rehearsals requiring administrative support
• Contact donors to update records for mailings
• Prepare donor packages, gifts and delivery of gifts
• Make phone calls confirming attendance to events
• Serve as an additional point of contact with vendors
• Be a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord
• Exhibit strong commitment and dedication to the Ministry of MIM
• Have a bachelor’s degree and four years of directly related work or equivalent combination of education and experience are required
• Have experience in administrative/office operations and general administrative knowledge
• Have experience with general accounting procedures and basic computer operations
• Exhibit excellent organizational skills and typing ability
• Be self-motivated, dependable, and responsible
• Demonstrate strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Interact well with diverse staff
• Requires intermediate to an advanced level of knowledge of internet, computer and social media skills. Duties may involve assignments that require creating flyers/brochures, spreadsheets, tables, PowerPoint presentations, mail merges, databases, blogs, graphs and websites