Administrative Assistant Position

Job Description

Job Title: Administrative Assistant

Department: Executive

Reports to: Executive Manager

Hours per week: FT 32-40 hours per week

Salary: Hourly rate as discussed

Prepared By: Foothills Care Center

Revision Date: 09/05/2025

Job Description Summary

The Administrative Assistant carries out day-to-day administrative functions within the executive department, in order to promote the organization’s fundraising, events, donor care, community engagement, and office functions.

Foothills Care Center (FCC) is an outreach ministry of Jesus Christ through His Body. Therefore, the entirety of FCC, embodied in its staff, volunteers, and Board of Directors, is committed to presenting the Gospel of our Lord both in word and deed. Agreement with FCC’s Statements of Faith, Life, Principle, Confidentiality, Conflict Resolution, and Staff Agreement are required.

Minimum Qualifications and Expectations

• Have a minimum of 2 years of experience as a volunteer or employee in some ministry capacity or in a helping related field

• Be a fully devoted follower of Jesus Christ

• Exhibit strong commitment to the Vision and Unity of Foothills Care Center

• Assist all staff in keeping offices clean and tidy

• Exhibit strong skills in effective interpersonal communication; ability to work well with others as a team; public speaking skills a plus

• A self-starter, able to carry out responsibilities with little to no direct supervision; highly organized; dependable and responsible

• Exhibit strong skills for attention to detail with follow-through to task completion and the ability to manage multiple tasks concurrently

• Demonstrate a positive attitude and flexibility with the ability to pivot to meet center and/or event needs

• Possess strong problem-solving skills and a high level of administrative skills with competency in both written and oral communication and computer use; competency in MS Office Suite products, specifically Word, Excel and PowerPoint.

• The candidate must be committed to a local body of believers—whether a traditional church or home church—that upholds biblical doctrine.

Essential Duties and Responsibilities

Major Responsibilities

• Work closely with the Executive Manager to understand role of events in the overall ministry development plan

• Assist in executing successful fundraising events

• Attend all event related meetings and events

• Comply with requests from the Executive Director and Executive Manager as they arise

• Assist Executive Manager with donor tracking, engagement, management, communications

• Church communications

• Assist with Baby Bottle Campaign Management

Administrative Support

• Monitor credit card donations through Give-Smart, E-Giving (or other event software) to reconcile errors or expired credit cards

• Coordinate incoming and outgoing mail

• Maintain meeting minutes

• Capture stories, pictures, and updates to report to marketing team for social media and newsletters

• Assist in donor communications and reports

• Assist in coordinating speaking schedules

• Coordinate management of center records

• Accompany Leadership team to transport donations to the bank when necessary and maintain adequate deposit records

• Answer calls and make appointments for executive team

• Acknowledge donors with verbal and written communication (thank you notes, tax statements, Gala RSVPs, etc.)

• Attend monthly staff meetings

Outreach & Events

• Work closely with the Leadership team to participate in developing event timelines and assist in carrying out plans for the events

• Assist with event execution

• Assist in recruiting, training, and managing event volunteers

• Assist in tracking and expanding annual Baby Bottle Campaign

• Collect and turn in updated information on liaisons, business supporters and churches

• Track and manage attendees with Give-Smart (or other event software) for annual Gala, Golf for Life event, and additional events

Working Conditions

FCC office environment with periods of time sitting at a computer station. Regularly sees clients as needed. Light lifting of files, donations, and other event materials.

Evaluations

The Administrative Assistant shall receive an annual evaluation by the Executive Manager.