Executive Assistant

Exile International

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Job Summary

The Executive Assistant is a part-time, Nashville-based position, working closely with Exile’s Administrative and Executive teams to oversee and facilitate daily operations and mission. Applicants must live in or near Nashville, TN, or already be planning to move to the Nashville area. 

The strongest competitive advantage an organization possesses is the people who carry out its mission. Exile International is seeking a qualified and passionate Executive Assistant to come alongside EI and partner with us in empowering rescued child survivors of war to become leaders for peace through art-focused trauma care and holistic, rehabilitative care. 

The Executive Assistant is not only an ambassador of first impressions, but also responsible for a variety of tasks that aid effective communication of EI’s mission, support organizational structure, and increase the efficiency of the organization. The ideal candidate is a servant leader with a “no task is too small” attitude. He/she will strive to anticipate needs. This means you know how to stay five steps ahead of your team members, clearing the path for them to make their greatest contribution. The Executive Assistant will serve as a key communicator between Exile International and donors, volunteers, interns, and other key stakeholders. 

The executive assistant provides complete administrative and project support to Exile International’s Co-CEOs. This includes schedule and office management, international and domestic travel coordination, coordinating and hosting Exile Int’l guests, amongst other tasks. The role also requires close collaboration with team members in other Exile Int’l departments. 

A successful Executive Assistant for Exile International will bring passion, organization, and professionalism to the team – utilizing their creative problem-solving skills, dependability, and discipline to bring organizational support to team members. 

Job Responsibilities

Responsibilities: 

Managing Co-CEOs’ Inbox & Schedule 

● Managing the Founder/Sr. Advisor’s email account 

○ Drafting inbox lists, ensuring meetings are added to the calendar, responding to all messages within 48 hours, directing emails to appropriate channels, scheduling appointments, and organizing emails for the Founder/Co-CEO based on priority. Operating with full discretion and confidentiality. 

● Managing the Co-CEO/Sr. Advancement Officer email account 

○ Providing email and scheduling assistance (including task and project reminders) by assigning action steps to Asana, utilizing Calendly, and having weekly check-ins for delegation and reminders. Operating with full discretion and confidentiality. 

● Organize weekly Co-CEOs’ task lists & manage those tasks on Asana.

● Communicate with the Admin Manager about the Co-CEO’s upcoming tasks to make sure those are on track. 

● Manage calendar and all details of the co-CEO’s often-changing schedule as well as the follow-up of projects with Exile’s executive team and other Exile team members 

● Coordinate all of the Co-CEO’s meetings through orchestrating conference calls, Zoom meetings, reserving rooms, making reservations, etc. 

● At the request of the Co-CEO, draft email correspondence 

● Prepare and maintain the Co-CEO expense reports and credit card reports, and help compile receipts. 

Domestic Travel Logistics 

      ● Assist in coordinating all domestic travel, including, but not limited to: 

○ Drafting and finalizing the full itinerary 

     ○ Securing flights, hotels, drivers, and food accommodations for all travelers,

International Travel Logistics 

● Assist in coordinating all international travel/trip logistics such as purchasing flights, hotels, drivers, and food accommodations. 

● Completing visa applications, volunteer cards, and necessary documents for all team members traveling, as necessary.

● Work closely with the International Executive Coordinator and the Program Manager to plan international travel and itinerary once on the ground. 

● Communicate with travelers to ensure they have all necessary travel documents and an understanding of travel procedures. 

● With the help of Exile’s Interns, order and pack app programming items for travelers to take. 

Mailings 

● Assist with the Annual Child Sponsorship mailing (in July each year) 

● Assist with all other mailings, like Hope Wins Invites or Impact Report. 

Grants/Donor Relations 

● Help Matthew with grant deadlines and applications 

● Respond to all donors within 48 hours with appropriate information 

• Work with Interns on donor correspondence, updating addresses, and mailing

Financial Management 

● Work with the Sr. Accountant monthly to compile receipts and reimbursements from the Executive team. 

● Help the finance team gather information for annual audits. 

● Assist the finance team with administrative tasks 

Managing Interns 

● Help train, onboard, and manage new interns with the help of the International Executive Coordinator

 Information Management 

● Updating key documentation for the organization, including, but not limited to, HR policies and document updates/revisions, year-end instructions, FAQ, and announcements. 

● Assist the Admin Manager in improving and maintaining Exile’s files, enabling others to easily find policies, templates, and other important documents/information

● Ensure all vital documents are added and filed into the appropriate folder in Exile Intl’s Dropbox. 

Assist with weekly miscellaneous tasks 

● Run errands for the Exile team 

○ Ex – Picking up lunch, getting snacks for the office, buying office supplies, ect. ● Set up for meetings 

○ Ex – Pulling up Zoom, making coffee, cleaning the office 

● Assist with weekly administrative tasks 

● Assist with the planning and execution of key events throughout the year ○ Ex. Hope Wins, Donor Gatherings, Give Days

● Ordering supplies for merchandise purchases and storage upkeep

● Completing all general organizational and administrative needs as communicated by the Executive team and/or Administrative Manager promptly 

● Returning all emails no later than 48 hours from the date they were received. If possible, please return team emails within 24 hours. 

Other Required Responsibilities 

● Always conduct yourself appropriately and ethically when dealing with visitors, donors, board members, and support staff. 

● Adhere to the supervision of the Managing Director and Co-CEOs of the organization.

● All staff, IC, volunteers, and interns are asked to abide by EI’s Core Values, EI Work Life Code, and EI Problem Solving Policy while working with all EI teammates and in the general work of Exile International.

Qualifications

● Personal confession of faith in Jesus Christ, as indicated by an agreement with Exile’s Statement of Faith and commitment to the mission and vision of Exile International

● Passionate about the work of Exile International

● Strong analytical and problem-solving skills, flexibility, and a “no task is too small” attitude

● Highly organized, including effective time management and prioritization of competing demands/multiple deadlines; 

● Experience interacting with and making requests of senior management required

● Strong attention to detail, resourcefulness, and a history of follow-through and dependability

● Professional demeanor with excellent communication skills, both oral and written

● Ability to give and receive both positive and constructive feedback

● Self-starter with strong initiative and leadership skills; 

● International travel, missions, and/or work experience and strong cross-cultural skills preferred

● Proficiency in Microsoft Office applications – Word, Excel, Outlook, and PowerPoint;

● 1+ year of previous experience in administrative roles preferred 

Additional Information

Benefits

How to Apply

Email Cover Letter and Resume to info@exileinternational.org

Details

• Date Posted: August 22, 2025
• Type: Part-Time
• Job Function: Administrative
• Service Area: Philanthropy / CSR