Executive Assistant to Chief Operations Officer (COO)

Job Description

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:

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.