Executive Assistant and Project Coordinator

Professional Career•Chicago, IL

4d•Hybrid

About The Position

Moody Bible Institute is seeking an Executive Assistant & Project Coordinator to serve as a trusted partner to our Chief Marketing and Enrollment Officer (CMEO). This is an opportunity for an experienced executive support professional who enjoys working closely with senior leadership while also coordinating projects, strengthening processes, and helping a dynamic department operate at its best. The Executive Assistant & Project Coordinator provides executive, administrative, operational, and project support that enables the CMEO and Marketing and Enrollment leadership team to remain focused on their highest priorities. You will take ownership of the CMEO’s complex calendar and daily priorities, coordinate leadership meetings and events, track key commitments and deliverables, support departmental projects and workflows, and help ensure consistent follow-through across the organization. You will also provide limited administrative and project support to the CMEO’s direct reports, including the Director of Enrollment, and serve as an important connector across Marketing, Enrollment, senior leadership, ministry partners, and other stakeholders. This role is ideal for someone who sees beyond the task in front of them, anticipates what is needed next, exercises excellent judgment, and enjoys creating the structure that allows leaders and teams to succeed.

Requirements

At least 5 years of progressively responsible experience in executive support, office administration, project management, or a closely related field, including significant experience in both project coordination and office administration.
Demonstrated success managing a complex executive calendar, competing priorities, sensitive and confidential matters, and cross-functional projects with minimal supervision.
Exceptional organizational skills with strong attention to detail, follow-through, and accountability.
Sound judgment and the ability to anticipate needs, solve problems, and adjust quickly as priorities change.
Excellent written and verbal communication skills.
Strong relationship-building and service orientation with the ability to work effectively with senior leaders, employees, students, ministry partners, and external guests.
Advanced proficiency with Microsoft Outlook, Word, PowerPoint, Excel, Adobe Acrobat, and virtual meeting and collaboration tools.
Willingness to sign a nondisclosure agreement.
Legal authorization to work in the United States without employer sponsorship.

Nice To Haves

Experience with the Entrepreneurial Operating System (EOS) and Level 10 meetings.
Bachelor’s degree or an equivalent combination of education and relevant professional experience.
Experience working within higher education, nonprofit ministry, enrollment, marketing, or another complex organizational environment.
Experience with Salesforce, Oracle, project management platforms, digital approval tools, or document workflow systems.

Responsibilities

Own and proactively manage the CMEO’s daily calendar, strategically balancing priorities, meetings, preparation time, travel, deadlines, and changing business needs.
Anticipate and resolve scheduling conflicts while helping ensure the CMEO’s time remains aligned with organizational and departmental priorities.
Coordinate business correspondence, inquiries, travel arrangements, expense reporting, and confidential records with professionalism, discretion, and responsiveness.
Help the CMEO maintain focus and accountability by tracking commitments, approvals, project milestones, performance metrics, quarterly EOS Rocks, and other key deliverables.
Prepare the CMEO for meetings by coordinating agendas, materials, background information, logistics, and appropriate follow-up.
Coordinate internal and external meetings, including scheduling, agendas, materials, virtual or in-person logistics, hospitality, minutes when needed, and follow-up on decisions and action items.
Plan and coordinate department-wide meetings, leadership offsites, and other key events, including communications, logistics, materials, and budgets.
Serve as a member of the Marketing and Enrollment leadership team, supporting meeting rhythms, communication, coordination, and follow-through.
Serve as an integrator for EOS Level 10 (L10) meetings, helping maintain structure, accountability, and visibility to priorities.
Represent the CMEO or Marketing and Enrollment department in meetings when requested.
Coordinate select Marketing and Enrollment projects, helping organize timelines, stakeholders, deliverables, communication, and follow-through.
Provide limited administrative and project support to the CMEO’s direct reports, including the Director of Enrollment, related to leadership meetings, priority projects, scheduling, document preparation, and shared departmental initiatives.
Manage administrative workflows involving contracts, invoices, purchase requests, document routing, and legal or leadership approvals.
Serve as a subject-matter expert for designated workflow and administrative platforms.
Identify opportunities to improve organization, communication, workflows, and administrative efficiency across the department.
Coordinate office operations, supplies, shared spaces, and hybrid-work logistics to help create an organized, welcoming, caring, and efficient environment.
Perform other responsibilities consistent with the scope and purpose of the role.