Executive Administrative Assistant

Executive Assistant

We are an inner-city ministry that lives and works in the neighborhoods we serve. Our mission exists to build relationships with our neighbors and share hope in brokenness. We target neighborhoods that are underserved. We have a staff size of about 90 where we have after school programs, a sports performance center, houses for women in sex trafficking, men and women transitional homes, a coffee shop, teaching kitchens, equine assisted learning, an immigrant welcome center, and other forms of ministry to love our neighbors.

The Executive Assistant (EA) supports the Executive Director by ensuring their time, projects, and responsibilities are managed efficiently. The EA acts as a central hub for scheduling, project coordination, and event execution, enabling the Executive Director to focus on strategic priorities.

Core Responsibilities

• Calendar Management
  • Maintain the Executive Director's schedule in Google Calendar and Outlook.
  • Coordinate meetings, appointments, and recurring events.
  • Ensure all time conflicts are resolved and priorities are clearly reflected.
• Meeting Support
  • Prepare agendas and briefing materials.
  • Take and distribute accurate meeting notes/action items.
  • Follow up on assigned tasks from meetings as needed.
• Project Coordination
  • Track and manage ongoing projects to meet deadlines.
  • Communicate progress and updates to the Executive Director.
  • Ensure cross-team collaboration is smooth and aligned with priorities.
• Special Events
  • Plan and coordinate events, both internal and external.
  • Handle logistics including venues, invitations, and materials.
  • Ensure events run seamlessly and reflect the organization's standards.
• Travel Management
  • Arrange domestic and international travel including flights, accommodations, and ground transportation.
  • Prepare itineraries and necessary travel documentation.
  • Anticipate and resolve travel conflicts or changes efficiently.

Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred.
• Exceptional organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High level of discretion and ability to handle confidential and sensitive information.
• Excellent attention to detail and accuracy.

10 hours a week