CEO Executive Assistant

CEO Executive Assistant

CEO Executive Assistant

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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 – 24 hours per week, Hourly, Non-exempt

Benefit Eligible: No

Position Summary: The primary purpose of this position is to provide exceptional administrative support to the Chief Executive Officer.

Specific Responsibilities

Support Relationships with the Board of Directors:

  • Correspond clearly and professionally with Board members.

  • Prepare the CEO’s Dashboard Report for quarterly Board meetings, including management of the OnStrategy software.

  • Effectively communicate with Board Secretary regarding the Governance Calendar & Board policies.

  • Make updates to the Governance Calendar, as needed.

  • Keep Board policies current, including the policy review schedule.

  • Annually update and distribute the Board Member roster and Officer’s slate.

  • Create new Board Member recruiting packets; schedule orientation as needed.

  • Schedule Board and Officer’s meetings including the annual Board Retreat:

      • Send Meeting Requests and reminders.

      • Prepare and send documents prior to meetings.

      • Organize meals for all meetings.

      • Email minutes from all meetings.

  • Send Meeting Requests to Board for annual fundraising events.

  • Other board relations duties as assigned by the CEO.

Support Relationships with Major Donors:

  • Correspond clearly and professionally with donors.

  • Work cooperatively with Development Director regarding donor contacts for CEO.

  • Organize and implement a calendar of meaningful “key donor touches.”

  • Prepare fund request and renewal documents.

  • Other donor relations duties as assigned by the CEO.

General Duties:

  • Maintain, update, and track the CEO’s professional calendar, make travel arrangements, assist with meeting preparations, and process expense reports as needed.

    • Make travel arrangements for staff attending conferences including Care Net, Heartbeat Int’l, Life Matters Worldwide, etc.

    • Maintain integrity of ministry data and accurately report ministry outcomes.

    • Attend Prayer Summit, all-staff meetings, trainings and other PRC sponsored events, as required.

    • Create PowerPoint and communicate with those involved in monthly all-staff meetings (assist with technology when needed).

    • Create monthly prayer calendar and distribute to donors.

  • Assist with and/or attend PRC events (Gala, volunteer events, Walk for Life, etc.), as required.

  • Attend Development Team meetings and make CEO aware of pertinent information and assist with any tasks as needed.

  • Post ministry updates on PRC donor Facebook page.

  • Other general duties as assigned by the CEO.

Position Requirements:

  • Detail focused

  • Strong organizational skills

  • Self-starter, able to work in fast-paced environment (independently at times) while remaining calm, and coordinate multiple projects with overlapping timelines

  • Ability to learn, teach, and inform

  • Team focused

  • Background in cultural competence

  • Ability to build and retain positive relationships

  • Knowledgeable in Google documents, forms, and presentations

  • Familiar and/or willing to learn Zoom, Google Meets, and TEAMS

  • Demonstrated proficiency using Microsoft Office including Outlook, Word, Excel, and PowerPoint

  • Excellent verbal and written skill

  • Ability to maintain confidentiality while working with highly sensitive data

  • Physically able to lift 25 lbs.

  • Possess a valid driver’s license as well as reliable transportation (necessary for position requirements)

PRC Core Competencies & Requirements:

  • Client Focus

  • Interpersonal Savvy

  • Managing and Measuring Work

  • Resourcefulness with Problem Solving

  • Ethics & Integrity

  • Priority Setting

  • Has a personal relationship with Jesus Christ, exhibited by a focus on prayer, study of the Bible, and interactions with others

  • In agreement with the vision and mission of the PRC

  • Eligible to work in the United States

*This job description is not all-inclusive and is subject to change according to the needs and vision of the ministry.