Executive Assistant Job Description
Job Title:
Executive Assistant
Department:
Operations / Programs
Reports To:
COO
FLSA Status:
Full-time (Exempt)
Summary:The Executive Assistant is responsible for the day-to-day administrative operation and readiness of Elijah Rising's headquarters while supporting the organization's programs, staff, volunteers, and leadership. This position requires a proactive, highly organized individual who anticipates needs, independently manages recurring responsibilities, follows tasks through to completion, and identifies and solves routine operational problems without requiring continual direction. The Executive Assistant provides administrative support through timely communication, scheduling, event and volunteer coordination, reporting, data collection, office management, and other operational responsibilities. As a faith-based ministry position, the Executive Assistant also actively participates in and supports Elijah Rising's Christian ministry and is responsible for leading Bible studies, prayer, and discipleship meetings in accordance with Elijah Rising's Statement of Faith.
Required duties and responsibilities:
(Other Duties May be Assigned As Necessary)
- Leads and guides Bible studies, devotionals, and prayer and worship times as needed
- This position requires an individual who sees what needs to be done and takes appropriate action rather than waiting to be given step-by-step direction.
General
- Monitor administrative email and voicemail throughout each workday and ensure requests are responded to, routed, tracked, and followed through to resolution in a timely manner.
- Ensure external requests from donors, churches, volunteers, vendors, partners, and community members do not remain without appropriate action or follow-through.
- Receive calls, take messages, and route them appropriately
- Maintain the office and executive calendar
- Lead meetings, deliver presentations, and speak in group settings
- Capture accurate and timely reporting of all in-kind donations
- Input all cash and check donations and maintain an up-to-date cash log
- Process all mail
- Serve as administrative support for headquarters staff
Event Planning
- Establish and maintain relationships with vendors and venues
- Plan event details and aspects, including seating, presentations, and dining
- Create reliable financial reports and collect payments on time
- Remain under budget with all costs
- Manage events and troubleshoot potential problems that may arise
- Maintain a working knowledge of the complex needs of a wide variety of events
Supervisory Responsibilities
- Oversee volunteers for various events
- Serve as the primary administrative point of contact for volunteers and ensure spaces, materials, supplies, instructions, and other logistical needs are prepared before scheduled volunteer activities.
- Coordinate logistics for programs, events, and volunteer opportunities
Task Ownership and Deadlines
- Independently maintain a system for tracking assigned tasks, recurring responsibilities, deadlines, and follow-up items through completion.
- Complete responsibilities by established deadlines and proactively communicate with the supervisor before a deadline when a legitimate competing priority may prevent completion.
- Demonstrate consistent follow-through. Tasks should not require repeated reminders from management.
Core Competencies
- Ownership and personal accountability
- Initiative and proactive problem solving
- Exceptional attention to detail
- Strong follow-through and task completion
- Ability to anticipate operational needs
- Sound judgment and critical thinking
- Ability to independently prioritize routine responsibilities
- Ability to manage multiple competing priorities without becoming immobilized
- Professional communication and relationship stewardship
- Ability to receive feedback and implement correction
- High level of organization and reliability
- Ability to work independently without continual supervision
Qualifications
- Must have communication, writing, and language skills
- Verify names, titles, dates, times, locations, contact information, attachments, and other material details before sending external communications.
- Must have strong time-management skills
- Must possess a high capacity for managing multiple event and project logistics
Computer and Communication Skills
- Excellent computer skills needed
- Able to create spreadsheets, graphs, charts, presentations, and other documents
- Must be able to manage time efficiently to meet expected weekly deadlines
- Able to read, analyze, and interpret professional journals and general business periodicals
- Able to write reports, presentations, blogs, and essays, as needed
Mathematical and Reasoning Skills
- Must be able to work with mathematical concepts such as fractions, percentages, ratios, and proportions in practical situations
- Able to define problems, collect data, establish facts, and draw valid conclusions. Must demonstrate strong practical judgment and problem-solving skills, including the ability to recognize when a routine solution does not fully resolve an operational need and identify reasonable alternatives.
Physical Demands
The physical demands listed here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is frequently required to stand, walk, reach, and drive using legs, arms, and hands. Vision requirements include close vision, far-range vision, and the ability to focus. Hearing requirements include the ability to hear a normal conversation in normal ranges and the ability to be in moderate to loud environments for extended periods of time.
- Other physical requirements specific to this job:
- Occasionally required to lift/carry and push/pull up to 50 lbs
- Occasionally required to climb stairs, bend or stoop, kneel or crouch
Other Requirements
- Must have reliable transportation
- Must possess a valid state driver’s license and valid vehicle insurance
- Must be able to drive a 15-passenger van
- Must be able to drive on the highway for long distances (2 hours+)
- Must submit to and pass a pre-employment drug test and periodic drug tests during employment
- Must be able to pass all background screens
Education, Training, and Experience
- Bachelor’s Degree Preferred
- One or more years of experience working in anti-trafficking or trauma-care preferred
- Must complete Elijah Rising’s Basic Training and Restorative Care Orientation
- Must complete all of Elijah Rising’s Trauma Trainings pre-service and in-service
