Administrative Assistant

The Administrative Assistant will provide high-level, simultaneous administrative support to three or more distinct Directors. This role requires expert-level proficiency in managing complex logistics, anticipating the needs of high-level officials, and maintaining the highest degree of confidentiality and professionalism. The Assistant will manage the overall operational needs for the directorates, ensuring seamless administrative and logistical function, particularly in fast-paced, church, and educational environments.

QUALIFICATIONS

• Minimum of 5-7 years of progressively responsible administrative experience at an Executive Support Level.
• Demonstrated success providing simultaneous administrative support to three or more distinct Senior Executives or Directors within a single organization (minimum 3 years).
• College Associate's or Bachelor's degree, or three to five years related executive-level experience and/or training, or an equivalent combination of education and experience.
• Demonstrated experience navigating governmental procedures, protocol, and organizational structures (Ministerial context experience highly desirable).

ESSENTIAL JOB FUNCTIONS

Calendar Management

• Provide high-level support, including managing and coordinating complex, fast-changing schedules and calendars for multiple Directors, pro-actively monitoring them to identify and resolve conflicts.
• Meet daily with Directors to review schedules, incoming communication, and priorities.
• Act as a professional liaison between the Directors' offices and church members, team members, vendors, industry professionals, and clientele at all levels.
• Manage the content of information flowing into and out of the Directors' offices, acting as the "right arm" to the Director.

Administrative and Operational Support

• Prepare, organize, and manage official reports, formal correspondence, and documentation.
• Manage sensitive and confidential matters, including church information, organizational change, and ministerial decision-making.
• Establish and maintain current and organized records, files, and reports.
• Process and input various daily/weekly requests, including room requests, materials/inventory, and financial request(e.g.,Purchase Orders and check requests).
• Order, inventory, and maintain department supplies.
• Assist in preparing for meetings, including compiling materials and setting up for Board Meetings.
• Provide support to instructors, including assistance with attendance and virtual meeting setup (e.g., Zoom).
• Work on special projects and interface with other departments as needed.

Technical Proficiency

• Microsoft Office Suite: Expert working-level knowledge of Word, PowerPoint, and Excel/tracking sheets, including creating complex documents and simple budgets. Advanced proficiency in calendar and email management, including delegation, shared calendars, and scheduling across multiple time zones.
• Virtual Meetings: Highly skilled in coordinating and managing virtual meeting platforms (e.g., Teams, Zoom, Webex).
• Design Tools: Proficient knowledge of Canva, with AI knowledge being a plus.
• Mac Operating System: Expert working-level knowledge of Apple/Mac Apps (Pages, Numbers, Keynote) required. Familiarity with Mac operating system navigation.
• Google Workspace: Experience with core applications (Docs, Sheets, Slides) for collaboration, and effective use of Gmail/Calendar for scheduling and organization.

Core Competencies

• Time Management & Prioritization: Exceptional ability to triage and prioritize incoming tasks, communications, and requests without direct supervision. Proven track record of independently managing and tracking multiple overlapping deadlines.
• Professionalism & Diplomacy: Reliable, professional, and the epitome of diplomacy, able to interact with all levels of staff.
• Independent Judgment: Proven ability to exercise considerable discretion and independent judgment when making decisions and interacting on behalf of the Director.
• Self-Starter: Able to take initiative and ownership of projects and prioritize workload to completion with limited supervision.
• Communication: Strong attention to detail and high-level written and verbal communication skills.

Logistics & Travel

• Coordinate detailed domestic and international travel logistics, including itinerary preparation and adherence to strict per diem rules.
• Process expense reports and internal financial documents.

Physical Requirements

While performing the duties of this job, the employee is regularly required to stand and/or walk as well as talk, see and hear. The employee is frequently required to stand, walk, and sit for extended periods of time and have sufficient hand, arm and finger dexterity to operate a computer keyboard or other office equipment. The employee must be able to lift and/or move up to 50 pounds. Specific vision abilities required for this job include close vision, peripheral vision, depth perception, and ability to adjust focus.

The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. The responsibilities, tasks, and duties of the employee might differ from those outlined in their job description as other duties as assigned by their department supervisor/manager, might be part of the job.