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Administrative Assistant, Part-time

Big Table
Email

Administrative Assistant  

Nashville

Part-Time

 

Job Description

Who We Are:

Big Table is a fast-growing Christian non-profit that provides care for the largest industry in the nation - those working in the restaurant and hospitality industry. It is a vibrant industry full of gifted, creative, and generous people. It is also an incredibly tough industry that is the catch basin for the most marginalized in the country: at-risk teens, single parents, minorities, new immigrants, income-insecure seniors, and those formerly incarcerated working to build new lives. Many work inconsistent hours at multiple jobs that push relationships past the breaking point. The stress levels are constantly high and most have no safety net, insurance, or benefits. It is the industry with the highest rates of drug and alcohol abuse in the country.

Our Mission: Guided by the remarkable example of Jesus, Big Table exists to see the lives of those working in the restaurant and hospitality industry transformed by creating community and caring for those who are in crisis, transition, or falling through the cracks.

Big Table is joyfully committed to care for all who work in the restaurant and hospitality industry without any strings attached. We do so specifically because of our faith that God created each person for eternity, and each person we engage with is of infinite value. We share our Christian faith and model Christ’s love as we care and build trust. We don’t lead with this on our website or print materialsbecause the perception of Christian faithin the restaurant and hospitality industry is uniquely negative and would keep us from engaging the very people we are called to serve.

What We Are Looking For:

Big Table seeks a highly skilled, part-time (30 hrs.) Administrative Assistant to join a fast-paced, high-performance Nashville Office team in Nashville, TN. The Administrative Assistant plays a vital role in helping our team by providing comprehensive and confidential administrative and event support.

Who You Are:

CHRISTIAN FAITH is core to your identity, but this faith is marked by deep grace and a delight to care for all regardless of their own interest in faith. You have a heart to serve, are proactive, and have impeccable administrative and organizational skills. You thoroughly complete each task assigned to you with excellence and are able to seamlessly manage multiple projects at the same time. You handle confidential issues with discretion and find joy in supporting a Leadership team to reach their highest potential. You enjoy a culture marked by integrity, honesty, and support that values thoughtful feedback and inspires ongoing learning and development. You are pliable and joyful and would be comfortable in a fast-growing organization that is continually evolving.

*Big Table is permitted to give employment preference to those who share our Christian faith under the Religious Exemption clause of Title VII of the Civil Rights Act of 1964. For more information, please refer to the EEOC Compliance Manual, Section 2-III, B4bi. 

 

PRIMARY RESPONSIBILITIES

ADMINISTRATION

  • Manage tracking database of all donations and in-kind donations.
  • Maintain GPGS Structure and gift acknowledgement letters sent out monthly, quarterly, and after each dinner.
  • Office Management: ordering stocking supplies, watering plants, and managing office appearance.  Alert building manager of any necessary office repairs or concerns.
  • Provide clerical, project and systems support to Operations City Director and Care Coordinators.
  • Reporting daily (cash and check) deposits to HQ.
  • Weekly review City Directors calendar to enter all development meetings and contacts into Charity Engine. 
  • Oversee and update administrative systems including failed transaction reports and resolution.
  • Reconcile Charity Engine donations with donations report from Headquarters (monthly). 
  • Update Charity Engine accounts with information (address change, email change, journal entries).
  • Prepare meeting folders as needed for development purposes.
  • Aid with other office duties as directed by the City Director.
  • Social Media communications plan and execution under HQ guidance.
  • Create and monitor required invoices and receipts.

EVENT SUPPORT

  • Upload photos to Flickr and create canvas pictures and thanks for all events. 
  • Updating systems with attendees, including Donor Management System, and Care Database. 
  • Assist City Director with event coordination as needed including updating Charity Engine. with all guests and hosts – development and execution of all event communication. 

EVENT COORDINATION

  • Update and maintain guest lists/registrations and all email correspondence with table hosts and guests regarding payment, event instructions and reminders.
  • Assist with slide shows and media presentations as needed.
  • Serve as Procurement Manager: initiate Procurement Request letter, recruit and empower a Procurement Committee, manage all communication and gratitude, oversee all elements of Silent and Live Auction.
  • Obtain banquet permits, special use permits, and event insurance.
  • Manage and update packing lists for all events.
  • Maintain inventory of all event supplies, decorations.

VOLUNTEER COORDINATION

  • Adjust and implement volunteer job descriptions based on Nashville needs.
  • Initiate outreach to find volunteers.
  • Screen volunteers (interviews, required background checks, etc.) and match volunteers to needs.
  • Train, schedule, supervise, and celebrate volunteers.
  • Record volunteer hours in Charity Engine donor management database.

CHARACTER, SKILLS, AND EXPERIENCE OF AN IDEAL CANDIDATE

  • 2-5 years of experience in administrative support functions preferred. 
  • Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
  • Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and web-based platforms.
  • Very strong interpersonal skills and the ability to build relationships with key stakeholders.
  • Able to work effectively under pressure.
  • A commitment to servant leadership.
  • Exhibit sound and accurate judgement and make timely decisions.
  • A desire to joyfully support Executive leadership.
  • Respect for and careful adherence to expectations of confidentiality.
  • System integration and ability to troubleshoot IT challenges.
  • High-energy and joyful, “can-do” attitude, flexible, and a high degree of initiative.
  • Energized by organization growth.
  • Bachelor’s degree or equivalent work experience required.

 

HOW TO APPLY

Submit the following REQUIRED documents to mari@bigtable.org:

  • A current resume.
  • A cover letter describing why you would be successful in this position that highlights relevant experience.
  • A brief statement of faith.

 

DATE CLOSING: Until Filled 

JOB TYPE: Part-time, 30 Hours

SCHEDULE: Monday to Friday (TBD)

WORK LOCATION: In person

SALARY: $28,080.00 – $29,640.00 annual salary DOE

BENEFITS:

  • Paid time off
    • Up to three weeks of vacation, depending on hours worked
    • Sick time accrued at a rate of one hour for every 30 hours worked
  • Retirement plan (Simple IRA)