Executive Assistant

Classification: Exempt

Salary/Range: TBD

Reports to: Chief Executive Officer (CEO)

Date March 15, 2024 - June 17, 2024

POSITION DESCRIPTION

Under the general direction of the Bishop/CEO, this highly visible, distinguished and leadership position performs executive C-level administrative tasks, that facilitate the CEO’s ability to effectively lead the organization, relieving the Bishop/CEO of the department's day-today administrative details. The EA, loves Jesus, is a discrete, task-oriented team player, who is trustworthy, honest, and reliable. The EA serves as a liaison to internal and external constituencies.

Note: This job will overlap with the current EA position for 6 months.

The EA must:

• Be a self-starter and have the ability to exercise good judgment in a variety of situations. Possess strong professional administrative, written, verbal communication, and organizational skills.
• Have the ability to maintain a realistic balance among multiple competing priorities.
• Be creative and enjoy working within a small, entrepreneurial environment that is staff driven, kingdom focused, and functions in a high tempo environment.

RESPONSIBILITIES - Responsibilities including but not limited to:

Executive Communication

• The role will receive, often filter, recommend, organize, and provide key and critical information to the Bishop/CEO. This position demands extreme flexibility to meet the administrative and personal needs of the Bishop/CEO that is required to facilitate ministry, communications, and operations.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and others, demonstrating leadership displaying credibility, trust, and support
• Participates as an adjunct member in selected board meetings, as directed.

Strategic Partnership

• Interaction with local, regional, national, and international consultants, ministry partners, support vendors, in some cases government agencies and officials who are aligned with the ministry to schedule meetings, coordinate events and assist with opportunity resolutions.
• Invest in building long-lasting relationships both externally and internally.

Calendar and Schedule Management

• Maintain the Bishop/CEO calendar and ensure scheduling of key events or activities requested from the Bishop/CEO. Schedule appointments and keep track of the to-do list for his office, ensuring that he is apprised of all appointments and changes as well as matters requiring his immediate attention.

Administrative Management

• Performs all executive level administrative tasks including providing personal assistance (i.e. lunch, running key errands), proofreading confidential emails/letters, preparing the Bishop/CEO’s reports and keeping minutes of meetings, scheduling calls, appointments, travel and maintaining confidential files and other pertinent material essential to this key position.
• Composing and preparing correspondence (i.e.. Thank you notes, follow-up emails, project summaries/overviews, etc.)
• Manage the storage and retrieval of messages from sermons or speaking engagements.
• Replenish office materials for the CEO, such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Process CEO’s daily mail.
• Provide leadership to build relationships crucial to the success of the organization.
• Project Management
• Coordinate and articulate directives given by the Bishop/CEO to other ministry leadership, and at times work with the Bishop/CEO to supervise or oversee the proper function of the activities delegated by the executive leadership team.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Confidentiality

• Screen and open non-Screen and open non-confidential mail; help to answer routine mail independently; screen and route other mail/email/calls to the Bishop/CEO as required; keep Bishop/CEO apprised of critical and need-to-know information.
• Maintains discretion and confidentiality in relationships with all board members and matters.

Research Analysis

• Acts as a barometer by having a sense for the issues taking place in the environment.
• Conduct thorough research, compiling information in a format that clearly displays insights and facilitates interpretation for strategic decision-making.

Governance

• Adheres to compliance with applicable rules and regulations set forth in bylaws.

Travel Management

• Coordinate with the finance department to arrange and manage complex and detailed travel plans, ensuring seamless itineraries.

Expense Reporting and Reimbursements

• Handle the preparation and submission of the Bishop/CEO’s expenses and manage the reimbursement process, ensuring accuracy and timely processing.

QUALIFICATIONS/COMPETENCIES

• Strong theological background
• Strong research skills
• Creative/Problem solving — identifies and present innovative processes to achieve objectives; resolves problems in a timely manner.
• Political Savvy - Understands and utilizes the dynamics of power, organization, and decision making to achieve objectives.
• Interpersonal Skills — maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication — speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
• Quality control — demonstrates proficiency, accuracy and thoroughness to deliver quality work products.
• Adaptability — adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Detailed — perform and prioritize multiple tasks seamlessly with excellent attention
• to detail.
• Professional and Emotional maturity
• Team-Player — highly resourceful with the ability to also be extremely effective independently.
• Forward looking thinker — actively seeks opportunities and proposes solutions
• Ability to travel 10%

Education and Experience

• Master’s Degree Preferred or minimal Bachelor's degree.
• Strong work tenure: 10 years of experience supporting C - Level executives, preferably in a non-profit organization.
• Experience and interest in internal/external communications and personal assistance.
• Proficient in Microsoft Office (Outlook, Teams, Word, Excel, Visio and Power Point), Adobe Acrobat.

Physical Demands and Work Environment

The position is primarily sedentary. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

• High energy, Strong reasoning, and problem-solving acumen
• Good hearing, good eyesight
• Operates a computer and peripheral digital devices.
• Ability to tolerate extended period sitting or standing.
• On an irregular basis the ability to lift up to 40 pounds.

Job Type: Full-time

Benefits:

• 401(k) matching
• Employee assistance program
• Life insurance
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Holidays
• Weekends as needed

Experience:

• C/C++: 10 years (Required)

Work Location: In person