The Executive Assistant will provide high-level administrative support to the Executive Director (ED) and her direct reports, ensuring smooth and efficient operations and internal communications within the organization.
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Maintaining, updating, and tracking the ED’s professional calendar, appointments, meeting preparations, travel arrangements, and expense reports as needed.
- Providing organizational tools for the ED’s oversight of support services goals and projects.
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Scheduling and attending meetings on behalf of ED, taking notes.
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Maintain an organized filing system physically and digitally. Keep living documents up to date in OneDrive, Microsoft Teams or any other application.
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Ensuring activities such as room bookings, event planning, and meeting coordination are delivered effectively.
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Overseeing ED credit card reporting and invoices of contracted vendors.
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Backing up the first-floor receptionist on breaks and during time off.
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Work with key organizational stakeholders to ensure all internal communication is clear, consistent, and aligned with the company’s goals and values.
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Preparing and editing letters, reports, presentations and emails for the ED.
- Creating and delivering internal communications content, including email updates, staff newsletters, and presentations.
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Monitoring and measuring the effectiveness of internal communications and making recommendations for improvement.
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Coordinating internal events and other initiatives to promote employee engagement and strengthen the company culture.
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Attending and assisting in coordinating and helping plan logistics of various forms of Staff training.
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Excellent verbal and written communication skills.
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Excellent organizational skills and attention to detail.
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Excellent time-management skills, with the ability to prioritize tasks.
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Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
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Extremely proficient with Microsoft Office Suite or similar software and able to learn new or updated software.
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Familiar with or willing to learn Zoom, Google Meet, Teams, and other communication tools.
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Ability to maintain confidentiality while working with highly sensitive data.
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Flexible and able to work occasional evenings, some Christian holidays, and/or weekends (additional hours may be required for staff development, during an event season, or as requested by the supervisor).
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In agreement with the vision and mission of the Church.
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Eligible to work in the United States.
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High school diploma required; Bachelor’s degree in Business Administration or related field preferred.
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Three years of related experience is required.
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Prolonged periods of sitting at a desk and working on a computer.
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Must be able to lift up to 25 pounds at times.
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This job description is not all-inclusive and is subject to change according to the needs and vision of the ministry.