Science of Mind Archives and Library Foundation

Executive Assistant—Communications Coordinator Job Description 

On-site Full-Time Position

Who We Are:

The Science of Mind Archives and Library Foundation (the Archives) is a 501 (c) (3) nonprofit based on the campus of Unity Village in Lee’s Summit, MO. It is the archives for an international spiritual/religious organization known as Centers for Spiritual Living as well as for the ministerial and educational programs through the School of Spiritual Leadership. The original organization was incorporated in 1927 and now has over 400 Centers, Study Groups and Focus Ministries around the world. The Archives mission is to connect spiritual seekers with the transformational power of the Science of Mind philosophy and its history.

Position Summary:

The Archives Executive Assistant-Communications Coordinator is a full-time, primarily on-site position whose role is to provide customer service, marketing and administrative support.

As an Executive Assistant, you will be working alongside the Executive Director and board members to facilitate communication, execute planning, marketing and administrative support. Customer service is a vital part of this role. This individual takes the initiative to expedite details, is organized, efficient, has excellent verbal communication and writing skills. As a valued assistant, you will be the foundation for strong performance, efficient processes, and successful outcomes. A strong team player mindset is essential for this role as well as being a self-starter and able to learn and create new office systems and processes. This position is based on funding availability.

Supervision: 

The Executive Assistant—Communications Coordinator role is under the general supervision of the Archives Executive Director

Principal Duties and Responsibilities:

50% Donor support, customer service and product order fulfillment

25% PR/Marketing through social media, website, eNewsletter and other methods.

25% General office duties and back up to the Executive Director

Perform Administrative Duties:

Respond to incoming phone calls and emails

Create and send out bi-monthly eNewsletter and weekly social media updates

Make minor updates to the Archives WordPress Website (as needed)

Assist with donor acknowledgements and maintaining the donor membership program on the database (setting up reminders and following up with lapsed donors)

Send out thank you letters and premiums to donors

Access and pull reports from donor database

Assist with mailing campaigns

Create filing and overall office organization systems

Keep the facility organized and supplies stocked.

Organize financial documents and backups for accounting firm

Process product order fulfillment (mailing items to customer)

Assist with planning events

Provide tours of the facility for visitors

Supervise volunteers (as needed)

Maintain schedule of events, meetings, travel itineraries, conference calls, and other communications to Executive Director and board members

Assist in the review, sorting, filing and responding to both incoming mail and donations of archival material, as needed.

Communicate with vendors, as needed.

Back up to the Executive Director, as needed.

Other duties as needed or required

Qualifications & Skills:

Associate’s degree or equivalent experience

In alignment with Science of Mind and New Thought philosophy of inclusivity and Oneness

Knowledge of nonprofit organizations and boards of directors preferred

Able to work well independently as well as collectively as a team

Organized, detail oriented, efficient and flexible

Excellent written and verbal communication skills

Kind and Graceful customer service skills

Time management skills

Versed in using various office equipment (computers, printers, scanners, etc.)

Knowledge of, or willing to learn, various computer software, including: Microsoft Office Suite, Little Green Light database (with training); Doodle (for meeting scheduling); WordPress website (with training); MailChimp (eNewsletter); Canva; etc.

Strong graphic design skills to create newsletters and social media posts

Project and volunteer coordination experience preferred

Uses discretion and judgment with confidential information

Able to prioritize a variety of activities and projects

Complete pre-employment screening including background checks

Physical Demands:

While performing the duties of this position, the employee is frequently required to sit, communicate, reach and manipulate objects, tools or controls

The position requires mobility and medium physical exertion; ability to reach and retrieve boxes from shelves, package books for shipping and ship boxes

Able to pick up and carry boxes that weigh up to 40 lbs.

Retrieve mail from an outside mail box and pick up boxes/packages and bring to office

Manual dexterity and coordination are required over 75% of the work period while operating equipment such as computer keyboard, mouse, and similar office machines

Working Conditions:

Standard office setting working conditions. The noise level in the work environment is generally quiet.

Compensation and Benefits:

• Work hours are 40 hours per week with weekend and evening hours, as needed.
• Wages: $18/hour
• 403 (b) plan, Paid Time Off, and a friendly work environment
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To apply:

By January 15, 2025, please submit cover letter and resume to Executive Director, Reverend Kathy Mastroianni at: Kathy@scienceofmindarchives.org

Website: www.ScienceOfMindArchives.com

Mailing address: 

100 Unity Circle South, Suite A

Lee’s Summit, MO 64086