Job Board

POSITION DESCRIPTION:

The Executive Assistant (EA) supports the Founder/Visionary administratively and occasionally personally, ensuring both professional and personal priorities are managed effectively. The EA works closely with the Executive Admin Manager (EAM) in order to consistently maintain organization and provide clear communication. The role requires professionalism and highly proficient administrative and communication skills. It is critical that the EA be detail-oriented, have the ability to manage multiple tasks, and to discern their prioritization. As this is a support position for the senior executive office of the ministry, discretion is also mandatory since there will be exposure to multiple items and issues that will be sensitive and/or confidential in nature.

The primary objective for this key position will be to handle all direct inquiries for and from the Founder/Visionary to help ensure that they are able to focus on their senior level responsibilities, without being bogged down by details. The EA will also coordinate all speaking requests and commitments for the Founder/Visionary and manage all related logistics. While the majority of this role involves executive-level administrative support, the EA must also be willing to occasionally assist with personal tasks or logistics.

The EA will need to work diligently, collaborating and sharing responsibilities as appropriate to adequately equip the Founder/Visionary for his demanding schedule. This will include working with staff, volunteers, donors, and vendors. In addition to senior executive administrative support, the EA will participate as part of the Operations team as needed.

SCHEDULE:
Although this is an hourly in-office position, as the primary point of contact for the Founder, EA should attempt to be available for emergent issues as possible, even outside of scheduled hours.  Due to the sometimes imposing needs of this position, additional flexibility will in return be extended to EA as possible.

TYPICAL DUTIES AND RESPONSIBILITIES:
The work examples listed are for illustrative purposes only and not intended to be exhaustive.

Administrative Support – 50%

• Manage calendar, agenda needs, deadlines and action items, ensuring all details are clear, working with other team members to coordinate needs. Contextualize respective priorities as directed.
• Coordinate logistics for onsite meetings, and some errands as needed.
• Coordinate all travel logistics both nationally and internationally.
• Work professionally with outside agencies to manage Founder’s meetings, events, podcasts, etc.
• Availability to take urgent calls and provide assistance outside of business hours, as needed, especially when Founder is traveling.
• Other administrative tasks may include but are not limited to: Organize receipts and complete expense reports monthly, email and general correspondence tracking and processing.

Founder Speaking Project Coordination – 40%

• Serve as project coordinator in overseeing tasks and timeline for Founder’s speaking engagements from start to finish, including internal speaking events such as webinars and podcasts.
• Provide support for speaking events by coordinating with others, internally and externally, to ensure that requested resources, media, and materials are prepared and/or delivered to appropriate organization/venue in a timely manner.
• Work with Marketing to prepare media presentations from speaking outlines/scripts using PowerPoint and other media software as necessary.
• Coordinate all travel for Founder.
• First point of contact for Founder, both internally and externally.
• Lead Cross Functional Speaking Team.

Admin Team Collaboration – 10%

• Assist admin and operations team members as needed/available, including, but not limited to: occasionally hosting front door/reception area, and general administrative duties.
• Back-up support to prepare for meetings or take meeting notes, which may be occasionally off-site.

COMPETENCIES REQUIRED:

• • Strong detail-oriented administration, communication, and organizational skills.
  • Proficient with Microsoft Office (including Word, Excel, PowerPoint and Outlook).
  • Travel coordination and research.
  • Working knowledge of Sales Force, Planning Center, and project management software and digital delivery systems (for webinars, podcasts).
  • Flexible, adaptable, dependable, and ability to “work it out.”
  • Discreet and trustworthy in handling sensitive and confidential information.
  • Desire to contribute to a team effort with “bring your best” mentality.
  • Problem solving, decision making, and research.
  • Ability to remain calm in stressful situations, working on multiple priorities simultaneously.
  • Passion for THE Cause (Matthew 28:18-20) – dedicated to a lifestyle of personal evangelism.

KEY PERFORMANCE INDICATORS FOR THIS POSITION:

• Communication responses within 24 business hours
• Effectively coordinate projects, track timelines and meet deadlines on time.

The applicant chosen for this position must fully concur with the Dare 2 Share Ministries (D2S) “Statement of Faith”, must fully support the expressed purpose of D2S, must be prepared to exercise and model the core values expressed by the ministry, and must agree to abide in all respects with the D2S code of conduct for event participation.