Executive Assistant

Position: Executive Assistant to the Chief Mission Officer

Location: St. Louis, MO

Job Id: 393

# of Openings: 1

Executive Assistant to the Chief Mission Officer

The Lutheran Church--Missouri Synod

The LCMS Mission

In grateful response to God's grace and empowered by the Holy Spirit through Word and Sacraments, the mission of The Lutheran Church—Missouri Synod is vigorously to make known the love of Christ by word and deed within our churches, communities, and world.

Department Profile

The President of the Synod is responsible for the mission, ministry, and any programmatic and coordinative functions of the LCMS. The Chief Mission Officer (CMO) is an appointed officer of the Synod (Bylaw 3.4.3–3.4.3.8). The CMO is responsible to the President of the Synod for the mission, ministry, and any programmatic and coordinative functions of the Synod’s national office (Bylaw 3.4.3). The CMO, at the direction of the President, supervises the work of the Offices of National and International Mission (ONM and OIM, Bylaw 3.4.3.5) which are implemented according to the policies adopted by the Boards for National and International Missions (BNM and BIM, Bylaw 3.4.3). On behalf of the President, the CMO also:

• Supervises the fund-raising activities of the Synod’s national office according to policies established by the Board of Directors of Synod (BOD, Bylaw 3.4.3.6). In current practices, such activities are undertaken through the LCMS Mission Advancement unit.
• Supervises the content of communications, public relations, and news and information provided by the Synod (Bylaw 3.4.3.7). In current practice, such activities are undertaken through the LCMS Communications unit.
• Provides leadership, coordination, and oversight for pre-seminary education programs, seminary education, and post-seminary continuing education and provides advocacy for pastoral education and health within the Synod (Bylaw 3.4.3.8). In current practice such activities are undertaken through the Office of Pastoral Education, supervised by the CMO, who serves as the chairman of the Pastoral Formation Committee (Bylaw 3.10.4).

Reporting Relationships

• In day-to-day responsibilities, reports and is accountable to the CMO.
• Interact regularly and frequently with other LCMS officers and senior executive-level staff, LCMS unit executives, LCMS mission and ministry program unit staff and personnel from other LCMS units.
• Interacts regularly and frequently with leadership and members of the Board for International Mission and the Board for National Mission.
• Interacts regularly with senior executive leadership from various LCMS agencies, auxiliaries, affiliated organizations and partners as such working relationships are germane to various Synod initiatives and programs involving the CMO and units under the CMO’s supervision.

Essential Job Functions

The Executive Assistant to the Chief Mission Officer provides executive-level support to the CMO in order that he might fulfill his broad range of responsibilities as the Synod’s executive officer, as well as his office’s duties as primary LCMS support staff for the BNM and BIM.

• As assistant to Chief Mission Officer:
  • Manages the daily demands of the CMO Office by providing all aspects of direct administrative support to the CMO.
  • Maintains the CMO calendar and schedules appointments and meetings for the Synod’s Chief Officers
  • Coordinates travel arrangements, including securing airline, lodging, ground transportation and visas as requested.
  • Oversees the contracts process in support of LCMS mission and ministry, assisting and advising staff, coordinating with the Chief Administrative Officer and Chief Financial Officer to ensure efficient workflow and compliance with LCMS Board of Directors policies.
  • Oversees the LCMS seminary faculty/staff assignment process — with the offices of the two seminary presidents — to ensure proper completion of assignment forms/contracts and timely payments to the seminaries.
  • Assists in preparation and review of budgets and financial reports for the CMO Office and Mission units.
  • Coordinates and ensures that appropriate approvals of expenditures are obtained per policies for the CMO Office and units under the CMO’s supervision.
  • Conducts special projects, information gathering and research, as assigned by the CMO.
  • Fulfills other duties as assigned/requested.
• As assistant/support staff for the BNM and BIM:
  • Manages the development, coordination and production of the agenda and docket for meetings of the BNM and BIM.
  • Responsible for travel and meeting arrangements (registration, housing, meeting facilities, food and beverage, set up, expense reimbursements, etc.) for members of the BNM and BIM (a total of 22 non-staff members). Arranges electronic meetings between in-person meetings.
  • Oversees and maintains the BNM and BIM web portals with LCMS Communications. Monitors incoming email to BNM and BIM accounts and responds or distributes to appropriate board members or LCMS staff for response/follow-up as appropriate.
  • Sets up and maintains BoardEffect portals for BNM and BIM.
  • Purchases and setting up iPads for BNM and BIM members, troubleshoot technical issues.
  • Conducts orientation for new BNM and BIM members so that board members are familiar with board logistics, use of software tools, etc.
  • Attends BNM and BIM meetings as LCMS staff resource/site manager.
  • Develops triennial schedule of BNM and BIM regular meeting dates (three in-person, one electronic meeting per board annually).

Education and Experience

• Bachelor’s degree or equivalent, with a minimum of three years in an administrative or management position.
• Active member in good standing of an LCMS congregation. Faithful to the Holy Scriptures and the Lutheran Confessions, and completely supportive of the doctrinal positions of the LCMS.
• Capable financial background, with understanding or experience in reading large organization financial statements, management accounting reports and unit budgets.
• Demonstrated success working on a dynamic, fast-paced team with significant responsibilities and demands.

Competencies (Knowledge, Skills and Abilities)

• Knowledge of the structure of the LCMS and its related entities, with commitment to the mission and ministry and strategic and operational priorities of the Synod.
• Sound understanding of administrative principles and procedures.
• Capacity to analyze and recommend paths to improve efficiency.
• Ability to work as part of a team, to encourage team development, strong administrative and organizational skills.
• Capable of prioritizing, planning, and carrying out multiple tasks while maintaining flexibility to quickly shift from one project to another. Able to successfully work under pressure with multiple, simultaneous deadlines.
• Agile learner with the capacity to transfer knowledge and skills to colleagues.
• Strong capacity for, and enjoyment of, detail-oriented work.
• Ability to establish priorities to achieve defined objectives.
• Proven ability to work independently, as well as collaboratively.
• Strong knowledge of Microsoft 365 and aptitude for technology, including board management software and other software applications.
• Professional with personal maturity to exercise discretion in confidential matters with staff and board members.
• Excellent oral and written communication and listening skills.