Clone of SGM Philanthropy Coordinator Application

SGM EXECUTIVE ASSISTANT APPLICATION

Sufficient Grace Ministries is a community-based, faith-based, non-profit, non-denominational organization, providing global support and resources for over 2000 families enduring pregnancy and infant loss, each year. This includes those who have received a life-limiting diagnosis in pregnancy and those facing an unexpected loss through miscarriage, stillbirth, or infant/toddler death. SGM was established in 2004, and began providing in-person support in 2013. Our role is to walk alongside doctors, nurses, and other specialties to offer a non-medical layer of parent and family-centered support. Please note, resources and services are always given free of charge to bereaved families.

Job Description Executive Assistant (Personal Assistant to the Executive Director)

Job Description

Sufficient Grace Ministries is hiring for the role of Executive Assistant who will serve as the personal assistant to the executive director of Sufficient Grace Ministries for Women, Inc.

Please note that while the job description is outlined below, there may be times when responsibilities overlap and we must help one another; especially in the event that a project takes precedence. We all help with events, keeping the office in order, and assisting in various ways as needed. As a non-profit organization, with many amazing volunteers joining together for this wonderful mission, all paid staff are asked to also volunteer a limited portion of their time for SGM. One of the most important qualities we are looking for in an individual is a servant heart that understands the mission and values of this organization. We value a passionate heart that is invested in this sacred work. Please note we are a faith-based organization.

You can find our Statement of Beliefs on our website: https://sufficientgraceministries.org/statement
of-beliefs/

SGM Executive Assistant to Kelly Gerken - Responsibilities

• Attend, prepare, and drive to Kelly's events and trainings.
• Assist Kelly with anything needed at the office, at trainings, or events.
• Be attentive to health and wellness needs to help ED perform at optimal capacity. (Ensuring she has opportunities for rest, maintains blood sugar levels with nutrition and hydration, occasionally running small errands if needed to help keep things related to health and wellness running smoothly.)
• Schedule and maintain Kelly's calendar.
• Set up Zoom meetings and any other scheduling information and communication.
• Screen emails.
• Take notes and organize any important information Kelly may need for meetings, events, etc.
• Maintain files for the office, including training and family files.
• Answer office phone and direct calls accordingly.
• Collaborate with office staff as needed on events and projects.
• Help maintain office order.
This position may also potentially lead to other responsibilities if time, skill level, and personal fit allow.

Requirements
• Preferred experience working with a successful non-profit organization
• Preferred Degree in Health and Human Services or Non-profit related degree - willing to work with the right candidate who posesses the organizational, technological, and compassionate care related skills necessary for this role.

Hours and Compensation
While hours will vary and offer some flexibility due to the nature of our work, this position would be for approximately 30 hours per week, including some evenings and weekends for scheduled events and meetings. Some flex time is available when not preparing or attending scheduled events. This role will involve occasional travel as well.

Starting Pay
Based on experience.

Thank you for your interest in serving with Sufficient Grace Ministries, as the Executive Assistant to Kelly Gerken. We take the responsibility of serving our families, volunteers, and hospital staff with high quality care and support very seriously. We appreciate your willingness to answer some questions, telling us a little more about yourself and your desire to serve grieving families.

Please also provide a resume and two letters of recommendation with your application. Resume and letters can be emailed to sufficientgraceministries@gmail.com or attached to this form.

After the Sufficient Grace Ministries Board of Directors considers and reviews all applications and letters of recommendation, we will connect with you to set up an interview if you are approved to move on to the next phase.

FIRST NAME

LAST NAME

PHONE NUMBER

EMAIL ADDRESS

Address

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Sufficient Grace Ministries is a Christian non-profit, non-denominational organization. You can find our Statement of Beliefs on our website. We expect all those serving with SGM to comply with and share those beliefs. We serve a vast population, and do not discriminate in offering the same level of care to any family who comes to us, regardless of their beliefs. However, we do expect those serving with us to have a Christian faith. Please tell us a little about your testimony. How did you come to know Jesus as your Savior and what does that mean to you?

How long have you known about Sufficient Grace Ministries, and do you have a knowledge or connection with this organization? How did you hear about this job opportunity?

What has led you to want to work with a ministry that serves bereaved parents? Do you have personal experience with loss in your own life or someone close to you?

Please tell us any relevant professional experience you have either as a field of work, service, or ministry. Describe any relevant experience with event planning, administrative assistant experience, office related tasks/management, organization or scheduling experience, business communications, etc. Also, do you have experience with Quickbooks, Word, Excel, Jotform, Adobe, Dropbox, Zoom, or any social media?

Supporting the Executive Director

The Executive Assistant role includes supporting the Executive Director in maintaining consistent routines, staying on schedule, and managing daily transitions in a way that reduces stress and supports overall wellness. This may include preparing items in advance, offering reminders, ensuring access to food, hydration, and needed materials, and helping maintain a calm, organized environment. The Executive Director experiences complex migraines that can be triggered by stress, irregular routines, or long days, so consistency and proactive support are essential. The role also involves driving to and from events (during the work week and sometimes in the evenings and weekends), assisting during travel, and adapting when plans shift unexpectedly. Because the Executive Director carries a demanding workload, this position requires someone who is proactive, steady, and comfortable providing hands‑on, practical support.

Please answer the following questions to help us understand your experience and fit for this role.

Tell us about a time when you helped someone stay on track with their routine or schedule. What did you do to support them, and how did you anticipate what they might need?

Part of this role includes being comfortable in a variety of settings and being able to conduct yourself professionally and socially with a variety of groups - doctors, nurses, business professionals, volunteers, grieving families, donors, etc. Where Kelly goes, you go! Are you comfortable meeting new people and pivoting with changing schedules and willing to remain personable and supportive in a variety of settings? Tell us about any experiences you have had or characteristics you possess that support your flexibility and comfortability in various settings.

This role includes supporting the Executive Director on days when her wellness needs may require additional flexibility, calmness, or practical help. Please share an example of a time you supported someone through a challenging or unpredictable day. What helped you stay steady and compassionate?

This role involves driving, traveling, and adjusting plans when needed. Share your experience with driving for work, supporting someone during travel, or adapting when plans changed unexpectedly. Also include a description of your driving record and let us know if you have had any prior legal issues or other concerns we should be aware of.

Please provide a resume and two letters of recommendation. Letters can also be emailed to: sufficientgraceministries@gmail.com when they are gathered.

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