Immanuel Communities - Executive Administrative Assistant to CEO

Immanuel • Omaha, NE

1d • Onsite

About The Position

Immanuel Communities is seeking a dedicated Executive Administrative Assistant to support the CEO and Executive Leadership team. This role involves providing high-level administrative support, managing complex schedules, coordinating meetings and events, preparing reports and presentations, and acting as a key communication liaison. The ideal candidate will be highly organized, discreet, professional, and possess excellent communication and problem-solving skills. This position offers the opportunity to contribute to Immanuel's strategic initiatives and work within a mission-driven organization that values its employees.

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.
• Applicants must be currently authorized to work in the United States on a full-time basis.

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