Job Description
Administrative / Office Management / Clerical - Part-time
Job Title: CEO Executive Assistant
Reporting Relationship: Chief Executive Officer (CEO)
Department: Administration
Days Worked: TBD Required
Hours: Part-time – 20-24 hours per week, Hourly, Non-exempt
Benefit Eligible: No
Position Summary: The primary purpose of the CEO Executive Assistant is to provide high-level administrative support to the CEO. This role requires an individual with excellent organizational, communication, tech-savviness, and problem solving skills who can effectively and proactively manage a variety of tasks to ensure the CEO can focus on the strategic leadership of the ministry.
Specific Responsibilities:
Executive Support:
o Manage and prioritize the CEO’s calendar; including scheduling meetings, appointments, critical content in meeting notices, etc.
o Manage travel arrangements; make travel arrangements for staff attending conferences including Care Net, Heartbeat Int’l, Life Matters Worldwide, etc.
o Prepare, review, and/or edit correspondence and reports for the CEO, ensuring timely responses to inquiries
o Assist the CEO in day-to-day tasks, including making decisions, following up on action items, and maintaining ongoing communication with key stakeholders
o Act as a liaison between the CEO and staff, board members, donors, and partners, ensuring smooth and effective communication
o Serve as a “student of the industry”, informing CEO of major changes, information helpful to make crucial ministry decisions
Meeting & Event Coordination:
o Coordinate and assist with logistics and technology for internal/external meetings, including board meetings, large ministry events, and donor functions
o Independently and proactively prepare agendas, materials, and meeting minutes, and track action items for follow-up; keep CEO informed
Project Management:
o Support the CEO in strategic planning and key ministry initiatives; reporting
o Track progress on priority projects, ensuring deadlines are met and resources are allocated effectively, proactively looking ahead, anticipating due dates, etc.
o Assist with the development and implementation of internal processes and policies to enhance organizational efficiency
Communication & Relationship Management:
o Maintain professional relationships with stakeholders, including employees, donors, volunteers, and board members
o Draft and proofread letters, emails, and other communication on behalf of the CEO, ensuring messages align with the organization’s mission and values
Administrative Support:
o Leverage AI tools and technologies to enhance productivity, streamline communications and optimize workflow
o Prepare and manage documentation for board meetings, including reports, presentations, and supporting materials
o Assist with financial tracking, budgeting, and invoice processing, as directed by the CEO
o Handle routine administrative tasks such as managing office supplies, coordinating office logistics, and maintaining filing systems
Support Relationships with the Board of Directors:
o Correspond clearly and professionally with Board members
o Prepare the CEO’s Dashboard Report for quarterly Board meetings
o Effectively communicate with Board Secretary regarding the Governance Calendar & Board policies
o Make updates to the Governance Calendar, as needed
o Keep Board policies current, including the policy review schedule
o Annually update and distribute the Board Member roster and Officer’s slate
o Create new Board Member recruiting packets; schedule orientation as needed
o Schedule Board and Officer’s meetings including the annual Board Retreat
o Send Meeting Requests to Board for annual fundraising events
o Other board relations duties as assigned by the CEO Support
Relationships with Major Donors:
o Correspond clearly and professionally with donors
o Work cooperatively with Development Director regarding donor contacts for CEO
o Organize and implement a calendar of meaningful “key donor touches”
o Prepare fund request and renewal documents
o Other donor relations duties as assigned by the CEO
General Duties:
o Attend Prayer Summit, all-staff meetings, trainings and other PRC sponsored events, as required
o Assist with and/or attend PRC events (Gala, volunteer events, Walk for Life, etc.), as required
o Attend Development Team meetings and make CEO aware of pertinent information and assist with any tasks as needed
o Other general duties as assigned by the CEO
Position Requirements:
o Associate’s or Bachelor’s degree in business, communications, nonprofit management, or a related field preferred
o Willingness to learn and adopt AI tools to enhance processes and improve efficiency
o Proven experience (minimum 5 years) as an executive assistant or in other administrative roles, ideally supporting C-suite executives or senior leadership
o Strong understanding of nonprofit operations, ministry work, or faith-based organizations preferred
o Background in cultural competence o Self-motivated, proactive, and able to work independently while also collaborating effectively within a team
o Strong interpersonal skills, with the ability to build relationships and manage diverse stakeholders
o Exceptional organizational and multitasking abilities, with a high attention to detail
o Excellent written and verbal communication skills
o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with project management tools
o Knowledgeable in Google documents, forms, and presentations
o Familiar and/or willing to learn Zoom, Google Meets, and TEAMS
o Ability to maintain confidentiality and handle sensitive information with integrity
o Physically able to lift 25 lbs.
o Possess a valid driver’s license as well as reliable transportation (necessary for position requirements)
PRC Core Competencies & Requirements:
o Has a personal relationship with Jesus Christ, exhibited by a focus on prayer, study of the Bible, and interactions with others
o Subscribe to, adhere to, and abide by, without reservation, the PRC’s Vision, Mission Statement, and Ministry Overview; Doctrinal Statement; Driving Convictions; PRC’s Position Statements on abortion, birth control, and marriage/human sexuality; and Code of Conduct, necessary to interact and represent PRC
o Client Focus
o Interpersonal Savvy
o Managing and Measuring Work
o Resourcefulness with Problem Solving
o Ethics & Integrity
o Priority Setting
o Proficient in smart phone usage, texting, Microsoft Office, Word, Outlook, Excel, and database software
o Compliant with safety procedures and policies as outlined by the PRC
o Eligible to work in the United States
**Please submit your resume and cover letter by emailing: HR@prcgr.org
*This job description is not all-inclusive and is subject to change according to the needs and vision of the ministry.