Job Openings 

 
Aspen Chapel Executive Assistant Job Description
Full-time with benefits
 
Please send resume and cover letter to Heather: heather@aspenchapel.org

Responsibilities include, but not limited to:

  • Manage the smooth and efficient running of Aspen Chapel’s daily office operations and administration; 
  • Maintain all office systems including phone, email, and computer, digital and paper files, equipment, and supplies; 
  • Supply Management: Order office supplies and supplies for Sunday Receptions (cups, plates, cutlery);
  • Work with bookkeeper to ensure orderly financial systems:
    • Record keeping and timely reporting; 
    • Handle accounts receivable and payable including banking transactions, i.e. credit card charges, weekly bank deposits, the coding and payment of bills, and in-kind reporting. 
  • Assist with preparing monthly financial reports;  
  • Work to manage and update donor database, communication and accurate donor record keeping;
  • Assist with basic administration of Aspen Chapel’s donor relations, including generating correspondence, seasonal solicitations, managing Circle of Giving, recognition outreach (digital and print), processing donations, and coordinating volunteer mailings and development-related reports;  
  • Manage Financial Database: update two databases – keep contacts current, add new constituents, and batch upload transactions from Quickbooks and our credit card processing platform;
  • Assist with the weekly Sunday Bulletin, update upcoming events;
  • Schedule and manage internal and external calendars (google shared calendars);
  • Submit events to local newspapers, radio stations, ACRA calendars, and the Aspen Chapel website calendar;
  • Marketing Support: Update website, place posters around town and Down Valley and support social media outreach;
  • Compose and send 3 weekly emails: Upcoming services, Of the Spirit, and upcoming events;
  • Manage Welcome Bags: Keep welcome bags up to date with current information;
  • Support Chapel Event logistics: assist with scheduling speaker events, special services and fundraising/development events;
  • Attend and assist with Chapel Events: Check-in guests, set-up chairs (if needed), set-up water, tea/coffee, lock-up Chapel after event;
  • Occasional night and weekend work required 
  • The majority of the work must be conducted in-office
  • Other responsibilities as assigned
 
Preferred skills:
  • Knowledge of office management systems and procedures 
  • Excellent problem solving
  • Proficient in MS Office (MS Word, MS Excel and MS Publisher) and Database Management 
  • Proficient in QuickBooks
  • Ability to take initiative
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail 
  • Excellent written and verbal communication skills
  • Strong organizational skills 
  • Basic knowledge of website and graphic design 
  • Supply management
  • Bilingual (Spanish) 

 
Required Experience:
2-3 years experience in office administration, preferably for a non-profit •   Proven track record organizing systems and overseeing multiple projects on deadline •   Experience managing details and the big picture...a multitasker •   Excellent verbal and written communication skills 
 
Aspen Chapel provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, national origin, age, disability or genetics.