Executive Assistant Lead (faith based, non-profit)

Administrative Lead FLSA Classification: Exempt Job Type: Full-Time Work Location: Pasadena, CA; In-Person Reports To: Director of Administration & Finance Position Overview Missionwell is proud to partner with Clergy Community Coalition in their search for an Administrative Lead. This position serves as a central coordination and operations hub for the Clergy Community Coalition, strengthening internal systems, supporting leadership execution and communications, ensuring operational excellence and external engagement. The role provides high-level administrative support while also developing and maintaining workflows, systems, and coordination structures that enable CCC to function effectively in a season of growth. The ideal candidate is a highly organized, proactive, and relationally & culturally intelligent professional who thrives in a fast‑paced, mission‑driven environment and brings both attention to detail and a systems‑oriented mindset. Preference will be given to candidates from the communities of Altadena, Pasadena or Sierra Madre. Key Duties & Responsibilities Executive & Administrative Support Provide general administrative support to Operations and Program Directors and their respective departments. Manage and maintain calendars, scheduling meetings and coordinating priorities. Draft agendas in collaboration with leadership to ensure clarity of purpose, outcomes, and flow. Capture notes and key organizational decisions, action items, and themes from meetings, and track follow‑through to ensure accountability. Prepare meeting materials, briefing documents, and supporting resources for leadership. Handle correspondence, emails, and phone calls with professionalism and timeliness. Serve as a liaison between the CCC leadership and key stakeholders, ensuring clear communication. Maintain confidentiality and sound judgment when handling sensitive information. Operations & Systems Coordination Maintain internal systems for scheduling, communications, document management, and workflow tracking (e.g., Google Workspace, Asana, CRM tools). Support cross‑team coordination by tracking priorities, timelines, and deliverables across CCC initiatives. Identify operational inefficiencies and recommend improvements to strengthen workflows and team effectiveness. Assist in developing and maintaining simple, scalable standard operating procedures (SOPs) for recurring activities. Support internal alignment by ensuring teams have the tools, information, and coordination needed to execute effectively. Meetings, Convenings, and Event Coordination Coordinate logistics for meetings, events, and engagements. Manage vendor coordination, materials preparation, and on‑site logistics as needed. Assist in maintaining a centralized calendar of CCC and partner events. Track attendance, feedback, and key takeaways from events to support evaluation and future planning. General Office Administration Support Maintain office organization, tidiness, supply inventory, and general administrative needs. Manage incoming and outgoing mail and deliveries. Maintain and organize files, documents, and records. Manage check requests and check deposits for accounts payable/accounts receivable. Other Relevant Duties And Expectations Interact with colleagues, leadership, partners, and the public in a manner consistent with CCC’s mission and values. Communicate in a clear, respectful, and tactful manner across all contexts. Collaborate effectively while taking initiative and ownership of responsibilities. Apply strong problem‑solving skills to anticipate needs and resolve issues proactively. Maintain familiarity with organizational policies, procedures, and practices. Complete all required training satisfactorily and on time. Qualifications Experience 3+ years in administrative, executive support, or office management, or operations coordination roles. Experience working with non‑profit, faith‑based organizations, or community‑centered organizations preferred. Familiarity with coalition‑building efforts preferred. Experience planning and coordinating events, convenings, or multi‑stakeholder initiatives. Skills Strong organizational, time‑management, and communication skills with proven ability to manage multiple priorities simultaneously. Exceptional capabilities in project management and coordination. Ability to track details while understanding broader organizational priorities. Excellent written and verbal communication skills. Ability to anticipate needs and proactively solve problems. Ability to lift up to 20 pounds occasionally (e.g., office supplies, event materials). Tech Proficiency Proficiency with Google Workspace, Microsoft Office Suite, and Zoom. Familiarity with CRM systems and project management tools (e.g., Asana) preferred. Ability to learn data entry and data management for various software packages. Professionalism Professional presence, high level of discretion, professionalism, and relational and cultural intelligence. Savviness to interact with senior leaders, board members, major donors, and other key stakeholders to represent the organization well. Ability to manage stress and shifting priorities in an effective and productive way within a high‑paced environment. Initiative Self‑directed, proactive, and solutions oriented. Strong sense of ownership and follow‑through. Able to work independently and collaboratively. Mission Alignment A heart for faith‑rooted community work, justice, and collective impact. Alignment with team core values of community, wisdom, peace, love and integrity. Compensation & Benefits Salary: $70,304 annually. Flexible work arrangements (In‑Person with remote flexibility, as needed). Paid holidays and time off. Eligible for benefits after the introductory period. Opportunity to contribute to meaningful community‑driven initiatives. #J-18808-Ljbffr