Executive Administrative Assistant

Concordia Plans•St. Louis, MO

About The Position

The Executive Administrative Assistant serves as a trusted partner to executive leadership, providing high-level administrative, governance, communication, and organizational support. The role coordinates executive operations and Board and leadership activities, prepares executive communications and presentations, and manages confidential, high-priority matters with professionalism and discretion. The position calls for exceptional organization, judgment, relationship management, and communication skills. The assistant acts as a liaison among leadership, departments, Board members, and external stakeholders to facilitate collaboration and support organizational priorities and Board activities that further Concordia Plan Services’ mission.

Requirements

Proficiency in Microsoft Office Suite, especially Word and PowerPoint, is required.
Strong organization, judgment, relationship management, and communication skills.
Ability to manage sensitive information and competing priorities with sound judgment and discretion.
Ability to work independently, take initiative, gather information, identify resources, develop solutions, and move work forward without detailed direction.
Ability to prioritize and coordinate multiple schedules, meetings, deadlines, and responsibilities.
Ability to synthesize complex information and communicate it clearly in actionable materials.
Active membership in a congregation of The Lutheran Church—Missouri Synod (LCMS) is preferred for alignment with mission and values.

Nice To Haves

Associate degree or equivalent experience preferred.
Minimum of five years of administrative experience preferred.
Experience in a nonprofit, church-affiliated, or mission-based organization preferred.
Active membership in a congregation of The Lutheran Church—Missouri Synod (LCMS) preferred.

Responsibilities

Provide high-level administrative support to C-suite executives, including calendar management, communication, and stakeholder engagement.
Prioritize and coordinate meetings, appointments, and schedules across departments and with external stakeholders.
Use independent judgment to manage inquiries, requests, and issues, escalating them appropriately based on context, urgency, and organizational priorities.
Determine how to accomplish executive priorities and assignments by gathering information, identifying resources, coordinating with stakeholders, and developing next steps independently.
Anticipate executive needs and coordinate information, materials, and follow-up to support leadership decision-making.
Synthesize complex information and strategic priorities into clear, actionable direction, plans, next steps, and materials.
Prepare correspondence, presentations, reports, briefing materials, manuals, and Board-related materials in collaboration with executive leadership.
Develop polished executive- and Board-level PowerPoint presentations that present complex information clearly, concisely, and compellingly.
Support executive planning sessions, leadership retreats, workshops, departmental meetings, and other organizational meetings through scheduling, logistics, materials, action-item tracking, and follow-up.
Coordinate travel, meetings, events, and related arrangements through corporate systems, with attention to efficiency and cost-effectiveness.
Coordinate activities, information, and communication across departments in support of organizational priorities and special initiatives.
Gather and synthesize organization-wide information into summaries, recommendations, and materials for executive planning and decision-making.
Identify opportunities to improve administrative processes, communication workflows, information management, and organizational effectiveness.
Maintain executive and organizational resources, including SharePoint sites, governance records, Board documentation, presentations, and centralized information.
Protect confidential organizational information, particularly information involving corporate governance, legal matters, executive communications, and personnel matters.
Represent and act on behalf of C-suite executives as directed, including attending meetings on an executive’s behalf, while maintaining professionalism and discretion.
Serve as a liaison among executive leadership, internal departments, Board members, vendors, consultants, and external stakeholders to facilitate communication and collaboration.
Support Board activities, including scheduling, meeting coordination, document preparation, and Board member communications.
Develop and coordinate executive- and Board-level presentations, reports, dashboards, and other materials to support communication and informed decision-making.