Executive Assistant, Office of the President

Executive Assistant - OOP

Headquartered in Colorado Springs, Colorado, Focus on the Family has nearly 700 employees who work to achieve the mission of enriching the lives of families, engaging the culture, advocating for life and spreading the Gospel of Jesus Christ. The work is meaningful, the culture is rewarding, and the purpose is eternal.

The Executive Assistant - OOP position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the President's Office; performs marketing and major donor related functions for the President's Circle; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; utilizes a broad knowledge of the functions and general operating methods and policies of supervisor's organization and the ministry with minimal supervision; plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems, recommends solutions, and follows through until resolved; refers only specific, unusual problems to supervisor.

Essential Duties/Responsibilities:

Administrative:

• Serves President, Chief of Staff, and Vice President of Presidential Relations in all administrative aspects, directly for the Chief of Staff and the Vice President, and as back-up for the President/CEO
• Maintains Chief of Staff's and Vice President's office calendar; serves as back-up for President's calendar, and arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements, both domestically and internationally
• Manages all travel for Chief of Staff (and occasionally President, and his family for ministry events, including researching flights and hotels and cars, booking the preceding. Collects receipts and handles Concur expense reporting, for Chief of Staff, and Vice President, verifying that each executive's reimbursement is accurate, often working with Accounting to clear up discrepancies
• Reviews the details of the President's travel itineraries and corresponding calendar that have been prepared by President's executive assistant for accuracy with information obtained by President's executive assistant
• Creates companion travel itineraries for Chief of Staff, as well as solo itineraries when COS is traveling alone
• Is available occasionally to President's office personnel after hours as needed and on weekends for travel mishaps and changes
• Organizes corporate travel card for both Chief of Staff and Vice President, as well as corporate P-Card for Chief of Staff's direct reporting group
• Arranges either quarterly or per-trimester Q&A meetings with large group of employees on behalf of President, as well as quarterly new-employee Q&A
• Documents notes from weekly C-Team meetings if needed, and trimester Board meetings into action item table and updates upon direction
• Screens incoming mail, both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisor's personal handling; alerts supervisor of mail, which requires immediate action
• Prepares monthly resource mailings to Board members on behalf of President
• Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature
• Places, receives, screens, and refers telephone calls on behalf of Chief of Staff and Vice President, and as back-up for President, to appropriate personnel, both internal and external
• Regularly interfaces with other departments and agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate
• Checks, prepares, corrects, and/or summarizes reports, records, and correspondence; creates spreadsheets and PowerPoint presentations
• Serves as a liaison between supervisor (as well as President and Vice President) and others, including Board members, both on phone and in writing; follows up to ensure a timely response to projects and assignments
• Oversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals, files, and records for relevant background information
• Initiates and organizes data for reports and presentations for supervisor's review; responsible for preparation of presentations, reports, charts, and graphs to be presented to any level of management
• Independently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers, utilizing a comprehensive knowledge of the functions, operating methods, and practices of the organization
• Coordinates and assists with projects, event planning, data entry reporting, research, product purchases and measurements resulting in enhanced friendships with constituents through authentic encouragement, provides resources for their ministry needs, and coordinates relationships with two main groups of constituents: current and potential.
• Helps Vice President with planning and executing boutique events in connection with Family Advancement including high level meal events.
• Manages Vice President caseload communication, constituent accounts and overall caseload database Responds to complaints and problems of employees/constituency who have contacted supervisor's office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant area
• Consults with Events Department for OOP functions

Other Duties/Responsibilities:

• Overall back-up to President in concert with President's Executive Assistant
• Displays the ability to safeguard the ministry's integrity when handling confidential information
• May provide administrative support to other departments in specified C-level structure
• Performs other duties as assigned which may include duties of lower-level job grades

Managerial Breadth/Scope of Job:

• Self-management, and coordination with Events Dept. staff as needed

Working Environment/Physical Requirements:

• Professional office environment, more so than rest of the ministry
• Dynamic work environment that can be stressful

Job Qualifications/Requirements

Character/Spiritual:

Exemplifies Ephesians 5:1-2: "Therefore be imitators of God as dear children and walk in love, as Christ also has loved us and given Himself for us.."

Pursues the Great Commission given by Jesus Christ in Matthew 28:19-20: "Go therefore and make disciples of all the nations, baptizing them in the name of the Father and of the Son and of the Holy Spirit, teaching them to observe all things that I have commanded you; and lo, I am with you always, even to the end of the age."

Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of Focus; adheres to the Standard of Moral Conduct and Statement of Faith ; upholds Focus on the Family's ministry in prayer

Prays personally for Focus on the Family's staff and constituents and may occasionally lead in a public prayer

Engages in Christian ministry

Demonstrates behaviors aligned with FOF core values

Personal Characteristics:

• Pleasant and friendly demeanor, ability to be flexible and handle stressful situations, not overly talkative, ability to focus on task at hand

Knowledge/Experience:

• Specialized training/education equivalent to three years of college
• 5-7 years of directly-related experience

Skills, Abilities, and Special Talents/Gifts:

• Maintains the utmost confidentiality (externality and internally) on matters relating to the Office of the President
• Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion, courtesy, and tact required when dealing with individuals on telephone and in person
• Excellent organizational and time management skills
• Excellent listening skills and exhibit the ability to understand what others are communicating
• Detailed and task oriented with good analytical skills to extract, verify, and draw conclusions from data
• Ability to establish and maintain rapport with various levels of staff across the ministry; (contacts will extend to the Office of the President)
• Ability to respond appropriately to employees, constituency, and executive management, especially during high-pressure situations
• Ability to work in a dynamic environment and to