Executive Assistant

The mission of Bethany House is to empower survivors of domestic violence and their children by providing long-term transitional shelter and advocacy to maximize safety, ensure access to resources, and restore hope with dignity and respect.


1. Upholds the mission and values of Bethany House, as well as the values of the Sisters of St. Francis.

2. Assist the ED in Human Resource and Financial systems including scheduling, payroll, on-boarding of new staff, facilitating staff and Board of Trustee events

o In collaboration with ED, prepare Board and Staff Meeting packets, assist in taking minutes and disseminating of information

o Assist in tracking staff development and grant requirements

3. In close collaboration with the ED, assist in compiling and submitting annual, quarterly, and monthly reports.

o Participant feedback, program statistics, HR updates, among others

o Review grant performance goals and budget, preparing reports, and submitting to a variety of funders

o Assist in achieving the objectives of the annual Strategic Plan

o Assist in compiling and preparing data for Annual Reports

4. In close collaboration with the ED and staff to manage donations and steward relationships.

o Document financial donations and maintain up-to-date donor database.

o Create and facilitate donor recognition products and events including mailed and/or electronic acknowledgements.

o Create database reports as needed.

o Maintain donor confidentiality and uphold all related policies and procedures.

o Assist with in-kind gift donations to ensure the needs of program participants are met. This includes assisting with the coordination of Bethany House’s Holiday Adopt -a- Family program.

5. Assist the agency in coordination and facilitation of events and community engagement opportunities on behalf of Bethany House.

o Engage with community agencies serving marginalized and under-served populations.

o Organize and communicate details of outreach events

o Create related products in collaboration with the Community Engagement Facilitator (CEF) and ED

6. In close collaboration with the Executive Director (ED), assist in agency communication strategies including campaigns, social media, marketing, and agency publications.

o Strategize and contribute to the monthly electronic newsletter, annual agency Impact Report, annual Service Highlights postcard.

o Update social media and website information as needed.

7. Participates with staff in ongoing development and refinement of program effectiveness.

8. Coordinate with all staff by posting and updating work schedule on Basecamp.

9.Prepares and maintains all appropriate records and data collection systems.

10. Attends staff meetings and trainings. Must complete a minimum of 15 hours of training per year.

11. Clerical and administrative duties; answering calls on a multi-line telephone system; utilizing office software, filing, knowledge of copy machines, faxes, computers, printers etc.

12. Assist with facilities upkeep, cleanliness, and maintenance, as needed.

13. Other duties as assigned by the Director. Flexibility is key with this position. This is a new role and the responsibilities may evolve or change dependent on needs of the agency.


Work Environment

The work is performed primarily in an indoor setting. Some driving is required. There is possible exposure to communicable diseases, violent people, and animals. The noise level is usually moderate.



●An Associate’s degree in public relations, office administration, social services, or related field; or

equivalent combination of education and experience

● Excellent verbal and written communication skills

● A highly motivated self-starter and ability to coordinate and organize multiple projects/tasks

● Proven experience in managing office administrative duties like managing calendars, setting up and facilitating meetings, producing minutes, and the creation of efficient processes

● Proficiency in Microsoft Office software and data entry into various software programs

● Trainability in WordPress, Canva, Mailchimp, Salesforce

● A demonstrated sensitivity to the needs of domestic violence victims and their children

● Ability to work from an empowerment model and a trauma-informed framework

● Ability to work independently and as part of a team with demonstrated maturity and professional judgment

● Knowledge of maintaining and executing confidential information

● Flexible, adaptable and have the capability to work in a facility-based shelter environment


● Be able to lift 40 pounds and ability to climb stairs required

● Driving is required for this position. Must have and maintain a vehicle, a valid driver’s license, and proof of auto insurance

● Must have and maintain a working cell phone

● Successful completion of background screening



● Ability to communicate and work effectively with sensitivity and tact, with all people regardless of race, gender, disability, religion, sexual orientation, national origin, other types of cultural differences, and individuals with histories of substance abuse and/or mental illness

● The ability to work independently and manage time effectively

● The ability to remain calm and work effectively under and manage stress

● Demonstrated problem solving and conflict resolution skills

● CPR/First Aid Training

Benefits include medical, dental, and vision; Health Savings account; life insurance; 403b match; paid time off; flexible schedule; tuition waiver to Lourdes for employees and family member; and being a part of an amazing team of dedicated individuals.

Bethany House provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, pregnancy, disability, genetic information, marital status, status as a covered veteran or any other factor the law protects from employment discrimination in accordance with applicable federal, state, and local laws.