Executive Assistant

OVERVIEW

The Executive Assistant's primary function is to assist the President & CEO with management of their schedule, office, relationships, administrative deliverables and assist with the management of board communications and initiatives.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

The ideal candidate for this role should possess excellent communication skills, both written and verbal, as well as strong organizational abilities. They should be able to coordinate schedules, manage correspondence, and handle various administrative tasks efficiently. Adept in developing and maintaining strong relationships with management, team members, donors, board members and other stakeholders. Able to adjust to last minute changes and requests. Proficient in general level of IT Troubleshooting. A high level of professionalism, attention to detail and discretion is crucial, as the Executive Assistant will be dealing with sensitive information and interacting with a variety of internal and external stakeholders.

Experience in a similar role within a non-profit organization, particularly one with Christian values, would be highly beneficial. Excellent proficiency with office software and the ability to multitask effectively are also essential requirements for this position.

Bachelor's Degree in administration, journalism, communication, non-profit work or similar field of study preferred. 5 years of experience in supporting a C-Suite Executive desired.

KEY RESULT AREAS

MINISTER OF THE GOSPEL

The Executive Assistant is first and foremost considered to be a Minister of the Gospel. This position furthers Mercy Street's religious mission by:

• Following Jesus Christ and setting an example for others through their lifestyle.

• Exhibiting a passion for sharing the Gospel with others.

• Being willing and able to explain the message of the Gospel to kids and families of Mercy Street.

• Being willing and able to counsel, shepherd, and disciple kids and families of Mercy Street in a manner consistent with the Bible.

• Being willing and able to explain Mercy Street's beliefs and Statement of Faith in person or over the phone to kids and families of Mercy Street.

• Being ready, willing, and able to lead or contribute to distinctly Christian activities (including, but not limited to, worship or staff chapel).

MANAGING THE PRESIDENT & CEO'S SCHEDULE AND OFFICE

• Adds appointments to the appropriate calendar(s), cancels appointments as needed, adjusts or moves appointments as needed, and clearly communicates schedules to all parties involved.

• Anticipates the needs of the President & CEO based on calendars of events. Helps prepare for meetings including researching history of relationship, preparing a brief summary of agenda, and preparing any needed documents or handouts. Ensures the President & CEO has all relevant materials for meetings in advance.

• Ensures input summary record of meetings into the Donor Management Database.

• Coordinates all aspects and logistics of business trips.

• Assists the President & CEO in keeping the workplace organized and clean.

• Reads, summarizes, responds to emails as directed by the President & CEO.

• Attends meetings with the President & CEO as directed, takes notes, and follows up with participant deliverables.

MANAGING THE PRESIDENT & CEO'S RELATIONSHIPS

• Provides critical, high-level support by prioritizing correspondence to reflect organizational priorities and ensuring follow-up on internal and external correspondence is addressed, as needed.

• Represents the President & CEO and the Ministry in a professional organized manner in word, deed and appearance.

• Coordinates on-site visits and hospitality for guests of the President & CEO.

• Assists the President & CEO's online presence through social media as directed.

• Monitors the organization's website and updates as needed in coordination with Marketing.

MANAGING THE PRESIDENT & CEO'S ADMINISTRATIVE DELIVERABLES

• Provides high-level, value-added and proactive administrative support, as assigned and in a timely manner.

• Plans, manages, and executes all aspects of high-level special projects, as assigned and in a timely manner.

• Manages timely submission of expenses, invoice and payment requests in accordance with Mercy Street standards.

• Assists in creation of presentations, letters, reports and other documents.

MANAGING THE BOARD

• Coordinates board meeting logistics including meeting location, food, audio/visual, and materials needed.

• Participates in board activities in a highly professional and confidential manner. Records attendance and produces board minutes, manages/updates yearly documents, and processes other documents for the board as needed.

• Organizes and maintains all Mercy Street corporate documents including By-Laws, and other corporate and board related documents. Maintains hard copy and electronic files of Board Reports, documents, and other related materials as appropriate.

• Coordinates timely completion of all Board Reports/Executive Summary Reports, ensuring accurate and high-quality reports. Responsible for assisting the President & CEO so that the Board Report/Executive Summary Report is sent out on schedule.

• Creates and provides Board Orientation Packets to all new Board Members.

• Provides any and all other Board related administrative support as needed.

MERCY STREET STAFF

• Seeks out and provides clerical and general office support to other departments and offices as needed.

• At the request of the President or other Senior Leader, may delegate tasks and responsibilities to the other staff or volunteer members when appropriate.

• In conjunction with Operations and Human Resources, plan and recruit staff special events and initiatives.

• In conjunction with Operations and Human Resources, plan and facilitate additional team development, team building, training, or fun-inspired team events that reinforce team values.

OTHER DUTIES AS ASSIGNED BY THE PRESIDENT & CEO

• Serve on appropriate committees; attend staff meetings, and other staff functions.

• Strengthen teamwork, collaboration, alignment, morale, transparency, credibility, and trust throughout the ministry.

• Fulfill necessary tasks, projects or roles as assigned.

COMPENSATION

We realize exceptional people don't choose roles based solely on benefits, but we do our best to make sure that our team is set up for success so that they can do their best work. We want to ensure the sustainability of each employee, considering the difficulty of our work and our desire for each team member to carry out our mission to the fullest extent possible. Compensation is commiserate with skills required, experience, education and role responsibilities.