Special Events Coordinator/Administrative Assistant

Job Description - Special Events Coordinator/Administrative Assistant

Overview

Since 1979, Insight for Living (IFL) has been committed to excellence in teaching the study and application of God’s Word. Pastor Chuck Swindoll and his wife, Cynthia, began the ministry by broadcasting Pastor Chuck’s Bible-teaching program, Insight for Living, on 18 stations. Today, the program airs on more than 2,000 stations, can be streamed through various online channels, and can be heard in 70 countries and eight languages.

We also produce quality Bible-study resources, have a dynamic online presence, provide pastoral counseling, and actively walk alongside listeners through life’s challenges. As a ministry, we’re committed to Vision 195, our strategic mission to pursue Jesus’ Great Commission by extending God’s grace and making disciples in all 195 countries and their 6,875 heart languages.

In addition to our international headquarters in Frisco, Texas, we currently have ministry offices in 10 countries, where our pastors translate resources, train church leaders to use Pastor Chuck’s Searching the Scriptures Bible-study methods, serve their communities, and pursue Vision 195 in their languages. When you join the IFL family, you’ll become a part of a talented group of men and women uniquely gifted and called to help people around the world live with the lifechanging power of God’s Word.

Position Summary

The Special Events Coordinator/Administrative Assistant provides daily key support to the president and CEO and the senior director and executive assistant in Administration and Advancement. This position helps those in the president’s office to execute Insight for Living’s (IFL) mission and vision in an effective and timely manner while ensuring the highest level of quality in all forms of ministry relationships and administrative processes. Working as a liaison between internal and external entities including the IFL board of directors, this position represents the office of the president in an extremely professional manner with utmost personal character and integrity. With personal warmth, a strong customer-service demeanor, and an ability to prioritize changing demands, the assistant partners with the senior director to ensure a high level of excellence in all ministry systems, processes, and projects.

Core Job Functions

Administration and Advancement Department Support (40%)

Executes a broad range of objective and special projects at the request of the president
Coordinates projects with Publishing ensuring leaders and key staff have clear direction and project details from the president’s office
Assists with correspondence on behalf of the president and Advancement officers with both internal and external entities
Schedules meetings and helps to maintain the president’s calendar and appointments
Enters SE notes into the database for the president and Advancement officers
Assists with monthly expense reports and reimbursement requests
Assists with corporate files and reorganization of filing systems

Special Events Support – Internal and External (35%)

Coordinates planning of internal executive events such as board meetings, staff meetings, and chapels
Assists in planning key events, including event objectives, locations, calendar dates, themes, room layouts, décor, dining arrangements, menus, floral arrangements, and budgets
Works closely with venues and vendors ensuring arrangements and event details are completed before deadlines
Confirms reservations and preparations with venues and vendors
Assists with event set-up and tear-down
Ensures equipment, supplies, and props are procured and appropriately stored post-event

Board Member Relations (10%)

Assists with preparation of board meeting documents and notebooks for bi-annual board of directors meetings
Assists senior director with maintaining all files and correspondence related to board matters
Assists with travel schedules and expenses related to the board members

Team Member Contribution (10%)

Models IFL’s core values through daily conduct
Exerts initiative and drive to improve departmental and organizational operations
Owns problems, creates solutions, and maintains personal accountability for results

Professional Development (5%)

Commits to the challenges of growth and development according to the IFL Professional Development Plan
Pursues the designated knowledge and/or experience with a positive attitude
Completes assigned tasks with excellence and in a timely manner

Position Specifications

Job Qualifications

Ability to lead initiatives and juggle several complex projects at one time
Excellent process-implementation skills
Attention to detail and superior organizational skills while multitasking
Professional interpersonal skills and high emotional intelligence with the ability to build and maintain excellent relationships with constituents, donors, staff, and executives
Humble, flexible, a positive attitude, and the ability to work well with others
Effectively collaborates and brainstorms with a creative team
An ability to anticipate and prioritize work with minimal direction
An understanding of and ability to maintain confidentiality
Proficiency in MS Office Suite, particularly Word, Excel, and Outlook

*This is a full-time hybrid position, requiring on-site work, Tuesday through Thursday. Additionally, this position will require Thursday evenings and Fridays the weeks of board meetings.

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Special Events Coordinator/Administrative Assistant

Job Description - Special Events Coordinator/Administrative Assistant

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