Executive Assistant

A temporary position is open with the Ministry Pass, Sermonary, and Churchly team! We are hiring someone to fill in for the current executive assistant of our CEO while the EA is on leave from June 2024-September 2024.

Job Description

We are seeking a highly organized and proactive Executive Assistant to support our CEO while the current EA is on temporary leave. The ideal candidate will be adept at managing a variety of tasks and responsibilities, ensuring the smooth operation of daily activities and providing comprehensive administrative support. This role requires exceptional communication skills, a keen eye for detail, and the ability to handle confidential information with discretion.

Key Responsibilities

• • Email Management
    • Organize and prioritize email communications in the CEO’s inbox daily
    • Respond to emails on behalf of the CEO in a timely and professional manner
    • Sort emails into designated folders for easy retrieval and reference
  • Calendar Management
    • Schedule meetings, appointments, and events according to the CEO’s time blocking system
    • Manage appointments across multiple calendars
    • Ensure the CEO’s calendar is well managed, up-to-date, and reflective of the CEO’s priorities
    • Proactively work to avoid and resolve scheduling conflicts
  • Administrative Assistance
    • Complete various research projects and provide relevant information to the CEO in a concise research report
    • Prepare communications on behalf of the CEO (drafting memos, emails, documents, etc.)
    • Assist in preparing presentations and reports
  • Meeting Preparation and Follow-Up:
    • Prepare agendas, materials, and presentations for meetings.
    • Take detailed meeting notes to be shared with meeting attendees and/or other concerned parties
    • Follow up on action items and ensure tasks are completed as discussed 
  • Personal & Travel Arrangements
    • Schedule and coordinate personal appointments and events for the CEO and his family
    • Handle personal tasks or run errands not directly related to business operations
    • Coordinate travel arrangements (flights, hotels, transportation, etc.)
    • Make personal and business-related purchases on behalf of the CEO
  • Event Planning and Coordination
    • Plan and organize company events, meetings, lunches, and other functions
    • Plan logistics of company get-togethers (meeting locations, food, lodging, etc.)
    • Handle on-site event management
  • Office Management
    • Order supplies, groceries, and equipment for the office
    • Mange day-t0-day office tasks to help maintain a well-organized and functional workspace
    • Address any office or property-related issues that may arise

Requirements and Skills

• • Task Follow Through – Demonstrates reliability in completing tasks without need for supervision or reminders
• • Clear Communication – Able to convey information clearly and effectively in both verbal and written communication 
• • Candor – Speaks up when uncertain about a directive, unafraid to point out problems, and forthright with feedback and notes for improvement
• • Adaptability to New Softwares and Technologies – Skilled in or open to adopting new technology and organizational tools and/or applications (Slack, Asana, etc.)
• • Time Management – Able to prioritize and complete tasks within established timeframes
• • Critical Thinking – Solves problems and takes projects without the need for step-by-step instructions
• • Accuracy and Attention to Detail – Maintains a high standard for accuracy and detail in all tasks
• • Discretion – Handles confidential and sensitive information with the utmost discretion and professionalism

Job Details

• • This is a temporary, part-time role. The hired candidate will fill this role from June 2024-September 2024.
  • This role requires you to be in the office two full days a week. During the other three days of the workweek, you will need to be available to work 1-2 hours a day remotely. 
  • Pay is per hour
  • Each hourly part-time employee receives seven personal days to use however they choose.

Interested in this role?
If you are a dedicated and detail-oriented professional with a passion for supporting executive leadership, we invite you to apply for this exciting opportunity. Join our team and contribute to our success by ensuring our CEO’s operations run smoothly and efficiently. 

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