Executive Assistant

Executive Assistant

World Help is a Christian humanitarian organization serving the physical and spiritual needs of people in impoverished communities around the world. We are searching for a devout follower of Christ whose worldview correlates with the company's mission and values.

Position Purpose

The Executive Assistant serves as administrative support to the President of World Help. This role's purpose is fulfilled by standing in as the point of contact for internal and external constituencies on all matters pertaining to the President; organizing/coordinating executive outreach and external relation efforts; as well as planning, organizing, and coordinating operational procedures, activities, and documentation. Together, these responsibilities allow the Executive Assistant to assist the World Help President in managing an efficient, effective, and successful Executive Team/organization.

Primary Duties & Responsibilities

• Prepare clear correspondence and communicate directly/on behalf of the President with donors, staff, and others on matters, at times confidential, tied to the President's programmatic initiatives.
• Maintain and organize President's Office related files, records, and correspondence (digital and physical) for efficient retrieval and confidentiality.
• Conduct In-Office Tasks for the President as needed such as gathering materials/product, printing documents, and delivering items to individuals/departments.
• Plan, coordinate, and ensure the President's calendar is followed and respected while providing them with a daily briefing of what items/meetings are to be tackled for the day.
• Schedule internal and external meetings, craft agendas, and take meeting minutes, coordinating all logistics details, providing relevant preparation materials, and ensuring appropriate follow-up.
• Submit expense reports and assist the Executive Manager in reconciling the Executive Department budget.
• Oversee the coordination of special gifts, floral arrangements, and acknowledgments for staff, executive leadership, and key donors.
• Responsible for the administrative coordination of World Help's weekly staff meeting, "Morning Meeting", including, but not limited to, meeting invitations, scheduling, and agendas.
• Coordinate travel arrangements for the President including flights, lodging, itineraries, and agendas; taxiing the President to and from applicable airports or destination points.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the President including those of a sensitive or confidential nature. This position assists in determining the appropriate course of action, referral, or response to said issues and concerns.
• Works closely and effectively with the President to keep them well informed of upcoming commitments, responsibilities, and issues; following up appropriately.
• Build relationships crucial to the success of the organization and manages a variety of special projects for the President including those which may have organizational impact.
• Prioritize conflicting needs, handle matters expeditiously/proactively, and follow-through on projects until they are successfully completed, often with deadline pressures.
• Assist Executive Manager in prepping Board of Directors related logistics/materials and communicate with them as necessary.
• Provide upkeep to the President's office to ensure a clean and tidy environment.
• Any additional duties needed to drive World Help's mission, vision, and organizational values.

Your Time

50% - Administrative Duties

• Complete administrative tasks for the President's Office; ensuring efficient organization, timely correspondence, and meeting/appointment punctuality.

20% - Presidential Communication

• Communicate directly and on behalf of the President with donors, staff, and others on matters related to the President's programmatic initiatives.

20% - Weekly Staff Meeting Planning

• Coordinate World Help's weekly staff meeting, including meeting invitations, scheduling, content, and agendas.

10% - President's Travel Arrangements

• Coordinate travel arrangements for the President including flights, lodging, itineraries, and agendas; taxiing the President to and from applicable airport or destination points.

Core Staff Responsibilities

• Represent World Help

Role Classifications

• Core Staff
• Full-Time
• Hybrid Environment
• Exempt

Structure

• Direct Lead: Director of Executive Operations
• Direct Reports: None
• Team: N/A
• Department: Executive Operations
• When You Work: Normal Operating Hours

Required Skills/Education

• Ability to multitask efficiently.
• Clear verbal & written communication skills.
• Strong organization skills to prioritize multiple tasks, meeting deadlines with excellent attention to detail.
• Highly Administrative
• Possesses strong interpersonal skills.
• Highly resourceful team player, with the ability to also be extremely effective independently.
• Must handle confidential information with discretion.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Experience in booking travel (lodging, flights, and any other related functions).

Preferred Skills/Education

• Bachelor's Degree in related field preferred.
• 1-2 years of experience supporting Executives, namely in a CEO or President position.

Miscellaneous

• Requires sitting for long periods of time.
• Must be available as needed after normal office hours.
• Must take into consideration "peak times" when requesting time off and discuss with manager any possible requests that would fall during "peak business" for time off to be considered.