Immanuel Communities - Executive Administrative Assistant to CEO

Immanuel • Omaha, NE

2d • Onsite

About The Position

Immanuel Communities is seeking an Executive Administrative Assistant to the CEO to work at Immanuel Home Office. This role provides executive-level administrative support to the CEO and other members of Executive Leadership with professionalism, accuracy, discretion, and confidentiality. The ideal candidate will collaborate with the CEO to advance Immanuel’s strategic initiatives and key performance indicators (KPIs), handle sensitive information, and manage multiple priorities in a fast-paced environment. This position also serves as a communication liaison, prepares reports and presentations, arranges travel, and manages office administration and guest reception.

Requirements

• Bachelor’s degree in business administration, English, or a related field is required. Equivalent relevant experience may substitute for the education requirement.
• Eight (8) years of general office administration experience is required.
• Eight (8) years of executive-level support experience is required.
• Equivalent relevant education may substitute for a portion of the experience requirement.
• Knowledge of the functions performed by the CEO and other members of Executive Leadership.
• Knowledge of other disciplines and functions within the company.
• Knowledge of the purpose and functions of Board governance and how they differ from management responsibilities.
• Knowledge of business management functions such as planning, budgeting, and expense management.
• Knowledge of arrangements required for event planning and business travel.
• Skills in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Smartsheet, and other office applications.
• Skilled at presenting oneself as professional in appearance and manner.
• Skilled in written communication including spelling and grammar.
• Ability to remain patient and flexible as daily priorities change, particularly during high-demand periods, while responding with professionalism, good judgment, and teamwork.
• Knowledge of project management processes.
• Knowledge of records management procedures.
• Ability to document and translate meeting notes.
• Ability to think and act creatively when needed.
• Ability to communicate effectively, both verbally and in writing, with diverse stakeholders.
• Ability to solve ambiguous problems.
• Ability to apply strong attention to detail and analytical thinking.
• Ability to exercise discretion and independent judgment.
• Ability to organize, multitask, and prioritize effectively.
• Ability to work well with others.
• Ability to work independently.
• Ability to make decisions in a timely manner.
• Ability to anticipate the needs of the CEO and other members of Executive Leadership and take appropriate action in advance.
• Ability to maintain strict confidentiality.

Nice To Haves

• Certified Professional Secretary or Certified Administrative Professional is preferred.
• Board governance knowledge/experience is preferred.
• Management experience is preferred.
• Notary Public is preferred.

Responsibilities

• Provides executive-level administrative support to the CEO and other members of Executive Leadership with professionalism, accuracy, discretion, and confidentiality.
• Collaborates with the CEO to advance Immanuel’s strategic initiatives and key performance indicators (KPIs).
• Handles sensitive and confidential information with discretion while consistently meeting deadlines and maintaining a high degree of accuracy and professionalism.
• Supports members of Executive Leadership with organizational administration, including communications, planning, presentation preparation, travel arrangements, and related functions.
• Manages calendars and appointments for members of Executive Leadership and designated staff; proactively resolves conflicts and coordinates complex meetings, conference calls, rooms, and event logistics, including food, gifts, or flowers when appropriate.
• Reads and analyzes incoming emails, memos, and reports to determine their significance and plan their distribution.
• Manages multiple priorities, meets tight deadlines, and remains effective in a fast-paced, high-demand environment.
• Serves as a communication liaison for the CEO and other members of Executive Leadership, ensuring information, issues, and decisions are communicated to appropriate stakeholders in a timely and effective manner.
• Prepares reports and presentations, including research, data summarization and analysis.
• Plans, coordinates, and implements special projects, events, and office celebrations.
• Arranges travel and conference registration for executive leadership, and designated staff as needed.
• Develops and maintains reports in a variety of electronic systems and applications.
• Approves payroll for direct reports of members of Executive Leadership and other designated staff.
• Prepares and codes invoices, executive purchasing-card summaries, and other expense reports for appropriate coding, approval, and payment.
• Serves as a subject matter expert in executive support areas.
• Maintains organized and up-to-date electronic and physical filing systems.
• Opens, sorts, and distributes incoming correspondence including mail, email, and faxes.
• Leads, manages, assists, and/or participates in special projects, workgroups, or programs within the organization.
• Acts as a point of contact in the absence of leadership to address certain issues or defer to the appropriate person.
• Collaborates with other departments and cross-functional groups to update processes and create best practices.
• Coordinates onboarding preparations for new hires supporting the CEO and other members of Executive Leadership and provides training on standard and role-specific business processes.
• Answers incoming calls, monitors messages, and welcomes guests and visitors as needed; provides backup telephone coverage when required.
• Provides project management support to the CEO and other members of Executive Leadership.
• Provides backup support to the Board Liaison.
• Provides mentorship and training to other administrative staff and new team members.
• Creates training materials and standard operating procedures (SOPs) for the administrative team and organization.
• Monitors incoming administrative requests and assigns tasks as needed.
• Assists with questions related to travel, expenses, technology, and other administrative processes.
• Performs other duties and executive-level projects as assigned or requested.

Benefits

• Medical, dental, vision, Health Savings Account (HSA), and Flexible Spending Account (FSA)
• Employer Paid Life Insurance
• Paid Time Off - accruing from day one of employment
• Floating Holidays
• Paid Holidays
• 8 hours of Volunteer Time Off per year
• 401K with employer match
• Wellness Program
• Employee Assistance Program
• Advancement opportunities (as appropriate)
• Education Assistance Program – we invest up to $5,250 per year for education assistance paid up front

What This Job Offers

• Job Type: Full-time
• Career Level: Executive