Administrative Manager

Exile International

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Job Summary

Administrative Manager Job Description 

The Administrative Manager (AM) 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 be a key communicator between Exile International and donors, volunteers, and other stakeholders. 

The Administrative Manager’s primary job duties include but are not limited to – overseeing Human Resource Management, helping manage EI’s Child Sponsorship database alongside other team members, effectively communicating with EI’s African teams to ensure accuracy, manage and organize semi-annual mailings to donor database, oversee intern/volunteer hiring, training, and scheduling, oversee trip planning logistics, and oversee logistics for community engagement events and fundraisers. We are looking for a jack-of-all-trades who can think three steps ahead and bring a positive attitude to our fast-paced family. 

 

Job Responsibilities

Responsibilities 

Promote and fulfill the mission and vision of Exile International 

Organizational Support 

• Complete all general organizational and administrative needs as communicated by the executive team promptly. 
• Maintain the organization’s yearly calendars in Asana & Google Calendar, specifically the EI Administrative Calendar, Creative Calendar, and Development Calendar

• Facilitate weekly team meetings

• Support the Executive Team in shaping and maintaining a healthy organizational culture and structure as the organization grows and evolves

Information Management 

• Assisting the organization in improving and maintaining EI’s files, enabling others to easily find policies, templates, and other important documents and information; 
• Providing basic website and tech support as needed; 
• For all Board Meetings, taking minutes, following up with action steps, and making sure calendars are updated

Human Resources

• Ensure the organization is up to date and in compliance with, but not limited to, Resource Compliance Posters, Workers Comp policies, 401K, and New Hire Reporting; 
• Lead over the EI Internship Program/College Mobilization Program 
• Ensure key documentation is updated for each employee and independent contractor (ie, contracts)
• Ensure each department updates its handbook at least once a year. The standard should be that each dept updates its handbooks as changes are made
• Ensure all updates/revisions to policy and procedure documents are made, such as legal documents, HR documents, and year-end instructions, as well as financial policies. 
• Ensure submission and approval of employees/IC’s bi-weekly timesheets; 
• Ensure the PTO log is updated monthly. 

 

Event/Trip Planning Logistics 

•  Lead communicator with partners when conducting vision trips; 
•  Responsible for working closely with the Executive Assistant to ensure all flights, visas, passport updates, vaccines, medications, programming supplies, lodging, drivers, and food accommodations have been secured for trips; 
•  Lead planner and communicator during EI’s annual fundraiser dinner, Hope Wins. 
• Responsible for the coordination of all Hope Wins leads, committees, and volunteers, and delegate all projects, check in periodically for updates, and hold meetings with the committee as necessary. 

 

External Communication 

• Participate in speaking engagements at the CEO’s discretion, including, but not limited to, radio interviews, podcasts, events, etc.; 
• Communicating with donors & partners, including, but not limited to: o Answering any donor and partner-related questions; 
• Sending regular emails to recurring donors as needed. 
• Responsible for picking up all outside correspondence from the PO Box daily.
  •  (Working alongside interns for daily mail checks.)

 

Financial 

• Responsible for paying and filing invoices; 
•  Ensure that all checks are logged and deposited within 48 hours of reception. 
• Ensure all reimbursement forms are approved by the CEO or Board of Directors, filed, and paid promptly. 

Community Engagement 

• Assist the Chief Managing Director in leading debrief meetings after all major community engagement events, campaigns, and fundraisers; 
• Attend yearly work-study and intern fairs at local Universities, looking for the next great additions to the EI family;
• Lead in the hiring, training, and scheduling of interns, work-study students, and volunteers. 

Qualifications

Key Qualifications 

• Passionate about EI’s mission and vision 
• Mature orthodox Christian faith, as indicated by an agreement with EI’s Statement of Faith. 
• Personal confession of Christian faith and commitment to the mission and vision of EI 
•  Exceptional organizational skills, including effective time management and prioritization of competing demands and multiple deadlines; 
•  Strong attention to detail, resourcefulness, and a history of follow-through and dependability 
• 2+ year of previous experience in an administrative role 
• Contagious positivity 
• Professional demeanor with strong written and oral communication skills
• Self-starter with strong initiative and leadership skills 
• Creative, adaptive problem-solving abilities 
• Proficiency in Microsoft Office applications – Word, Excel, Outlook, and PowerPoint 

Additional Information

Benefits

How to Apply

Email a copy of your resume and cover letter to info@exileinternational.org with a subject line of “Administrative Manager Application – Your name” 

Details

• Date Posted: August 18, 2025
• Type: Full-Time
• Job Function: Administrative
• Service Area: Arts / Culture