Executive Assistant

Position Title:    

Executive Assistant

Position Details:

The position reports to the Executive Officer over Discipleship, Fellowship, Outreach, and Worship Support.

The position reports to the Executive Officer over Christian Education, Media, and Worship.

Full-Time:  Monday – Friday 8:00 am - 5:00 pm (on-site)

Position Summary: 

This is a position that serves as an Executive Assistant to two Executive Officers while also operating the Front Office.  The successful candidate will manage administrative tasks and maintain a professional and welcoming front office environment.  This unique role offers the opportunity to provide crucial support to two distinct areas while contributing to the smooth operation of the office. The ideal candidate will thrive in a dynamic environment, juggling diverse tasks with enthusiasm and efficiency.

The Executive Assistant shall be accountable for overseeing duties and functions relevant to the assigned Executive Officer (EO) on a day-to-day basis.  This position shall also manage the special projects identified and/or associated with the respective Executive Officer.  This candidate will also complete the Church’s clerical and receptionist duties.  This position will coordinate the use of church volunteers when available.  This candidate will assist the church staff in performing supporting tasks as required and perform other duties as assigned.

Requirements:

• Proven experience in administrative roles, preferably in a dual-function capacity
• Proficiency in office management software (e.g., Microsoft Office Suite, Adobe Acrobat, scheduling software, etc.)
• Excellent communication skills, both written and verbal, with a strong focus on professionalism.
• Ability to multitask and prioritize tasks effectively in a fast-paced environment.
• Exceptional organizational skills and acute attention to detail.
• Flexibility to adapt and work effectively under the guidance of two different supervisors.

Key Job Responsibilities:

• Provide comprehensive executive support to both Executive Officers, including managing calendars, scheduling appointments, and organizing meetings. Prepare and edit correspondence, reports, and presentations as required. Conduct research, collecting and analyzing data to prepare reports and documents.
• Handle incoming calls, emails, and correspondence and ensure timely and appropriate responses.
• Maintain organized filing systems, both physical and digital, ensuring accuracy and confidentiality of information.
• Assist in coordinating travel arrangements, expense reports, and other administrative tasks as needed.
• Act as the first point of contact for visitors, clients, and employees, delivering exceptional customer service and directing inquiries accordingly.
• Manage the reception area, ensuring a clean, organized, and welcoming atmosphere. Oversee office supplies and equipment, maintaining inventory and placing orders when necessary. 
• Coordinate with facilities and maintenance for office repairs and maintenance needs. Support Operations Executive Officer by assisting with specific office-related tasks and projects.
• Liaison: Serve as liaison between the Executive Officer’s Office and external organizations.  Interact with external clients, ensuring transparent relationships.
• Ensure that the receptionist area is in a neat and orderly condition.
• Material Distribution: Assist in preparing and distributing material for Wednesday evening and Sunday programs.  Compile and prepare church communications, which include all bulletins, directories, in-house designed flyers, prayer requests, and special event programs.  Assist the Executive Officer with large production runs on “in-house” equipment.
• Guest Greeting: Answer telephone calls in a prompt, courteous, and timely manner.  Greet all walk-ins in a friendly and professional manner.  Determine the reason for their visit and assist them with their needs. 
• Mail: Receive, sort, and distribute all incoming mail.  Prepare all outgoing mail for pickup.  Maintain, check, and refill postage meter as required.
• Keep general office supply room adequately stocked, take requests from staff for needed supplies, and order items as required and in response to the approved budget.

• Maintain the Executive Officer’s routine, unrestricted, and confidential files.
• Prepare and maintain the Executive Officer’s Office

Qualifications, Knowledge, Skills, Abilities:  

• Must be extremely efficient, well-organized, and resourceful.
• Flexibility and the ability to function well in a fast-paced environment are essential—demonstrating strong planning and decision-making skills and possessing interpersonal skills to deal with many personalities.
• Must have excellent written and verbal communication skills and attention to detail.
• Possess exceptional clerical competence, with at least 5 years of relevant experience.
• Have a working proficiency in church administration and office management.
• Have a working knowledge of the MS Office Suite, enabling the ability to provide and store electronic information that ensures the efficient operations of the church campuses and programs.

Personal Responsibilities: 

• Maintain a vital and growing personal walk with the Lord through committed bible study, prayer, and meditation.
• Maintain proper priorities in your home and be a spiritual leader to your spouse and children if married.
• Develop personal evangelism opportunities, both within and outside the Church.
• If you are a member of ONEMOVEMENT BIBLE CHURCH, you are expected to financially support the works of the ministries by faithfully giving at least 10% of your gross. If you are not a member, we would like you to consider financially supporting the works of the Church.
• Maintain wise stewardship measures over the remaining 90% of your income.