Executive Assistant

First Liberty’s Executive Assistant serves as a trusted partner to the President, ensuring that schedules, travel, communications, relationships, expenses and administrative priorities are managed with excellence. Responsibilities: Executive & Administrative Support o Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism and confidentiality. o Anticipate the President’s administrative and logistical needs and proactively address issues before they become obstacles. o Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials. o Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion. o Maintain accurate contact information, notes, correspondence, and records and ensure important information is readily accessible. o Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders. o Handle routine matters independently and appropriately escal… o Maintain accurate contact information, notes, correspondence, and appropriate relationship records. o Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President. o Other duties as assigned Calendar & Schedule Management o Manage the President’s complex and frequently changing calendar with exceptional attention to detail. o Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities, and other commitments. o Evaluate scheduling requests based on organizational priorities and ensure the President’s time is allocated effectively. o Proactively identify scheduling conflicts and recommend solutions. o Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information, and other relevant materials in advance. o Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities. Travel Planning and Coordination o Manage a travel intensive schedule, including complex and multi-city itineraries. o Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements. o Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other o Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions. o Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics. o Maintain awareness of applicable travel documentation and requirements for international travel. o Maintain timely, complete, and accurate expense reporting for the President. o Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First Liberty policies. o Ensure expenses are properly documents, categorized, and submitted within established deadlines. o Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records. Requirements: o Must agree with and sign First Liberty’s Articles of Faith o Bachelor's degree preferred; equivalent combination of education, training,a nd relevant executive-level administrative experience considered o 5+ years progressively responsible administrative experience, including at least 3 years supporting a senior level executive o Must possess computer skills, with proficiency in Microsoft Office applications o Excellent written and verbal communication skills with ability to adapt communication style to different audiences o Ability to maintain confidentiality o Ability to travel occasionally Physical Requirements: o Prolonged periods of sitting while working on a computer, and using standard office equipment o Ability to sit, stand, walk, bend, reach, and move throughout the office as needed #J-18808-Ljbffr First-Liberty-Institute