Executive Assistant to the President

As with all employees at Mentoring Alliance (MA), the Executive Assistant (EA) is considered a minister of the gospel. The EA is a Christ-follower who sets an example for believers and nonbelievers and leads a life above reproach. This person flourishes in a biblically grounded, grace-based, Christ-centered, excellence-driven, and multiethnic environment.

MISSION STATEMENT: The mission of the EA is to provide administrative and professional assistance to the President through scheduling, office, and relationship management, administrative deliverables, and logistical support.


KEY RESULT AREAS

1. Supports the President:

• Serves as a trusted extension of the President-representing them with excellence, filtering communication, and helping prioritize time and attention.
• Drafts or edits correspondence, presentations, and reports on behalf of the President.
• Anticipates needs and proactively identifies opportunities to lighten the load for the President
• Supports ELT in use of Ninety and aligning with EOS system.

2. Manages/Extends Relationships

• Manages written and digital communication on behalf of the President, ensuring clarity, timeliness, and alignment with organizational priorities.
• Plans and coordinates meetings, events, and engagements to strengthen key partnerships
• Attend and support coordination of meetings and sessions at the Vision Summit, ensuring smooth logistics and preparedness.
• Ensures timely follow-up on action items and maintains confidentiality in all communication and relationship management. Manages Salesforce, ensuring key relationships are current and well-documented.
• Supports moves management for investor accounts by tracking and organizing next steps

3. Manages Calendar:

• Manages the President's calendar, including recurring rhythms (e.g., one-on-ones, team meetings, donor touchpoints) and scheduling updates as needed.
• Ensures all necessary materials are prepared for upcoming meetings and engagements.
• Coordinates both professional and occasional personal appointments to support the President's overall effectiveness and well-being.
• Manages all travel logistics for the President, including booking transportation, lodging, and creating detailed itineraries to ensure smooth and efficient travel.

4. Manages Administrative Deliverables

• Provides executive-level administrative support, including managing special projects with excellence and timeliness.
• Assists with financial administrative tasks, including check requests, credit card statement reconciliation, and expense reports.
• Occasionally assists with personal errands or tasks, as needed, to ensure smooth daily operations and maximize the President's availability for high-priority responsibilities.
• Develops systems and processes to increase efficiency and organization in the President's workflow.
• Monitors high-level deadlines and organizational milestones, ensuring the President is prepared and informed.
• Creates or maintains digital filing systems and tools that streamline operations.

5. Supports/Manages Board of Directors:

• Coordinates logistics for all board meetings, including location, meals, technology, and materials.
• Prepares and distributes high-quality Board and President Reports
• Manages records, meeting minutes, orientation packets, and all official corporate and board documentation.
• Serves as a consistent and confidential liaison for board-related matters.
• Serves as the primary point of contact for board members regarding logistics and communication.
• Maintains an annual board calendar and ensures all meeting prep is handled in advance.
• Supports board committee work by scheduling meetings and taking minutes when needed.

6. Other Duties as Assigned by the President:

• Serves on appropriate committees; attends staff meetings, board meetings, and other staff functions.
• Collaborates across departments to promote alignment, morale, and effective communication.
• Completes additional tasks and responsibilities as assigned by the President.

QUALIFICATIONS

• 3+ years of experience in administration
• Bachelor's degree from an accredited college or university
• Proven ability to manage details
• Ability to self-start, work independently, and achieve high standards to meet multiple deadlines
• Comfortable working with Microsoft Office and basic graphic design
• Excellent written and verbal communication skills
• Proven administrative typing, editing, and proofreading skills with great attention to detail
• Adept at developing and maintaining solid relationships with management, staff, donors, board members, and other stakeholders.
• Excellent problem-solving skills.