Executive Assistant - Unity World Headquarters

Job Description

Job Description

Executive Assistant - Unity World Headquarters

Position Summary: The Executive Assistant – Unity Communities & Leaders (UC&L) provides high-level administrative and operational support to the Executive Director of UC&L and supports the Director of Partner Services and the Director of UWSI Education and Global Youth Strategies

This role serves as a central coordination point for departmental priorities, communication, documentation, and scheduling. The Executive Assistant ensures efficient execution of initiatives that support Unity ministers, spiritual communities, and affiliated leaders nationwide.

This position requires discretion, professionalism, strong organizational capability, and the ability to manage multiple priorities in a dynamic and evolving ministry environment.

Essential Job Functions:

1. Executive & Leadership Support
   • Manage complex calendars, scheduling, and travel arrangements for the Executive Director.
   • Prepare meeting agendas, materials, summaries, and follow-up documentation.
   • Track action items and support timely completion of deliverables.
   • Draft correspondence and internal/external communications as requested.
   • Maintain confidential files and sensitive records with discretion and integrity.

1. Departmental Coordination
   • Serve as a coordination hub between:
     • Executive Director, UC&L
     • Director of Partner Services
     • Director of UWSI Education and Global Youth Strategies
   • Support annual planning processes and initiative tracking.
   • Coordinate cross-functional meetings and logistics.
   • Assist with project timelines and deadline management.
   • Maintain organized digital and physical document systems.
2. Minister & Field Support
   • Serve as a professional and welcoming point of contact for ministers, spiritual leaders, and community representatives.
   • Coordinate logistics for conferences, trainings, gatherings, and educational events.
   • Maintain databases, records, and communication lists.
   • Support onboarding and documentation processes related to ministers and communities.
3. Administrative & Operational Support
   • Support budget tracking and expense reconciliation.
   • Manage shared drives and document control.
   • Identify opportunities to improve processes, communication flow, and efficiency.

Education: Associate’s degree required; Bachelor's degree preferred.

Required Experience:

1. Minimum 5 years of experience supporting senior leaders in nonprofit, ministry, or executive environments.
2. Strong organizational and project coordination skills.
3. Exceptional written and verbal communication skills.
4. Proficiency in Microsoft Office and collaboration platforms.
5. Demonstrated ability to handle confidential information with discretion.
6. Proficiency in presentation and design tools (PowerPoint, Canva)
7. Familiarity with social media platforms and content management
8. Comfort using AI tools to enhance productivity and streamline workflows
9. Ability to prioritize competing demands while maintaining accuracy and professionalism.

Preferred Experience:

1. Experience in faith-based or membership-driven organizations.
2. Proficiency in presentation and design tools (PowerPoint, Canva)
3. Familiarity with social media platforms and content management
4. Comfort using AI tools to enhance productivity and streamline workflows
5. Familiarity with ministerial education, credentialing, or partnership engagement models.

Competency Statement(s):

• Executive professionalism and sound judgment
• High discretion and confidentiality
• Organizational excellence and follow-through
• Clear and relationship-centered communication
• Initiative and proactive problem-solving
• High emotional intelligence and interpersonal awareness
• Strong relationship management skills, particularly with field ministry leaders and stakeholders
• Alignment with Unity’s Servant Leadership philosophy

Physical and Mental Requirements:

N/A Not Applicable Activity - Not applicable to this occupation

O Occasionally Position requires this activity up to 33% of the time (02.5+ hrs/day)

F Frequently Position requires this activity up to 33% of the time (02.5-5.5+hrs/day)

C Constantly Position requires this activity more than 66% of the time (5.5+ hrs/day)

C Indoor Work

N/A Outdoor Work

O Excessive Noise/Decibels

C Sitting/Workstation

C Use of Hands/Fingers

O Climb - Stairs/Ladders

O Lifting 10 Max lbs.

O Traveling outside campus

O Carry 10 Max lbs.

O Reach (circle): Overhead

N/A Exposure to Hazards

N/A Push/Pull Equipment

N/A Exposure to Temperatures

C Read/See

O Standing/Walking

C Talk/Communicate

O Stoop/Kneel/Crouch/Crawl

N/A Taste/Smell

C Operate Computer

N/A Operate Company Vehicles

N/A Personal Protection Equipment

F Operate Company Equipment: Electronic devices, fax, telephone, scanner, copier

Work Environment: Office Environment

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.