Assistant to the Executive Director

Job Title

Assistant to the Executive Director


Executive Team

Reports to

Executive Director


Job Description Overview

Your job will be to provide administrative support to the Executive Director by anticipating his needs and serving him in a dynamic environment.  You will help structure his days to be strategically productive, perform routine tasks such as expense reports, and assist with information flow to and from the Executive Director.  Additionally, you will manage the Executive Team’s systems, plan general ministry events, and interact with key ministry donors.  This position requires, by nature of the Executive Directors' position, involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment.



Critical Qualities

  • Mature Christian faith and agreement with Cafe 1040’s statement of faith
  • A passionate follower of Jesus Christ with a proven devotion to the habits necessary to maintain a daily relationship with him
  • Reflect personal and public integrity in line with Biblical principles
  • Possess a longing for the fulfillment of the Great Commission
  • Adaptable and able to multi-task with patience and willingness to serve
  • Highly organized
  • Natural attention to detail
  • High level of professionalism and confidentiality


Skills and Experience:

  • High-level drive for execution
  • Knowledge of nonprofit work dynamics
  • Eye for excellence in production
  • Demonstrated ability to work on teams
  • Meets deadlines and perform under pressure
  • Quick learner and self-teacher
  • Problem Solver
  • Strong written and verbal communications skills
  • Strong time management skills
  • Strong interpersonal skills


Specific Job Duties, Tasks, and Responsibilities

  • Maintain and organize the Executive Director’s Calendar
    • Schedule meetings with staff, donors, other organizations, and partners
  • Maintain the Executive Director’s Inbox (remove junk, tend to some communications, and file completed conversations)
  • Generate newsletters on behalf of the Executive Director to send out to his prayer team
  • Schedule, take notes, disperse action items, and generally administer director meetings, finance team meetings, and other high level meetings
  • Complete expense reports for the Executive Director, key members of the development team, and for yourself
  • Maintain donor management system and observe general ministry donations
    • Ensure all general ministry donors are appropriately thanked
    • Schedule the Executive Director to have meetings with donors appropriately
    • Record interactions in donor management systems appropriately
  • Aid with event planning for general ministry events
  • Aid with coordinating travel for the Executive Director
  • Aid with completing the Year End Campaign:
    • Handwrite thank you cards to each general ministry donor
    • Plan and coordinate House Parties
      • Create and track invitations for events
      • Prepare gifts for hosts and guests
  • Perform tasks as needed to assist the Executive Director
  • Support and uphold the policies, values, and statement of faith of Cafe 1040
  • Maintain sustainable funding levels for role through Cafe 1040 support-raising model
  • Actively take the opportunities to mobilize those people in the scope of your influence toward involvement and investment in the mission and vision of Cafe 1040

Nothing in this job description restricts Cafe 1040’s right to assign or reassign duties and responsibilities to this job at any time.  Responsibilities occasionally may require an adjusted work schedule, and evening/weekend hours in order to meet deadlines.