Executive Assistant to Chief Operations Officer (COO)

Executive Assistant to Chief Operations Officer (COO)

Executive Assistant to Chief Operations Officer (COO)

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Job Description

Administrative / Office Management / Clerical - Part-time

Job Title: Executive Assistant

Department: Operations

Reporting Relationship: Chief Operations Officer (COO)

Days Worked: TBD

Required Hours: Part-time; 24 hours per week, hourly

Benefit Eligible: No


Position Summary:

The primary responsibility of the Executive Assistant is to provide exceptional administrative support to the Chief Operations Officer.


Specific Responsibilities:

Support the Chief Operations Officer’s (COO) administrative/management responsibilities by:

  • Updating job descriptions and tracking performance reviews

  • Collecting time sheets and tracking ETO requests and attendance calendars

  • Overseeing COO credit card reporting and invoices of contracted vendors

  • Tracking the major strategic initiatives of the education, medical, volunteer, and support services areas

  • Providing organizational tools for the COO’s oversight of departmental goals and projects

  • Creating agendas, maintaining minutes, and tracking key results of monthly leadership team meetings

  • Coordinating with CEO’s assistant to maintain all all-staff meeting agendas, including scheduling various staff to assist with specific trainings as well as praise and worship

  • Maintaining, updating, and tracking the COO’s professional calendar, appointments, meeting preparations, travel arrangements, and expense reports as needed

  • Coordinating with the CEO’s assistant in the maintenance and integrity of ministry data and accurate reporting of ministry outcomes

  • Maintaining and coordinating marketing vendor relationships and contracts

  • Other duties as assigned by the COO

Support the Chief Operations Officer’s development responsibilities by:

  • Coordinating video shoots, and client stories for fundraising and advertising purposes, as requested

  • Updating donor website content, as needed while coordinating with the development team

  • Organizing client stories and documenting them for use in fund raising communications

  • Coordinating with the Development Director for the execution of fundraising materials including receipt letters, executive letters, annual newsletter, and other material, as requested

  • Integrating Development deadlines and events into COO’s office calendar

  • Supporting the Development team as needed by making assigned calls, proof-reading, and coordinating with contracted editor

  • Archiving Development pieces and client media release forms attached to client stories

  • Participating as a collaborative Development team member by attending bi-weekly meetings

  • Participating as a Development team member at various fundraising events and assisting in areas as assigned

Position Requirements:

  • Detail-oriented

  • Organizational skills

  • Ability to learn, teach, and inform

  • Background in cultural competence

  • Ability to build and retain positive relationships

  • Ability to maintain confidentiality while working with highly sensitive data

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

  • Excellent verbal and written skills

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

  • Knowledgeable in Google documents, forms, and presentations

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

  • Flexible and able to work an occasional evening and/or weekend (additional hours may be required for staff development, during an event season, or as requested by supervisor)

  • Ability to lift 25 pounds

  • 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

  • Proficient in smart phone usage, texting, Microsoft Office, Word, Outlook, Excel, and database software

  • 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.