Executive Assistant - OOP

Focus on the Family•Colorado Springs, CO

23d•$28 - $33•Onsite

About The Position

The Executive Assistant - OOP position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the President’s Office; performs marketing and major donor related functions for the President’s Circle; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; utilizes a broad knowledge of the functions and general operating methods and policies of supervisor's organization and the ministry with minimal supervision; plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems, recommends solutions, and follows through until resolved; refers only specific, unusual problems to supervisor.

Requirements

Specialized training/education equivalent to three years of college
5-7 years of directly-related experience
Maintains the utmost confidentiality (externality and internally) on matters relating to the Office of the President
Ability to communicate effectively (oral and written), especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion, courtesy, and tact required when dealing with individuals on telephone and in person
Excellent organizational and time management skills
Excellent listening skills and exhibit the ability to understand what others are communicating
Detailed and task oriented with good analytical skills to extract, verify, and draw conclusions from data
Ability to establish and maintain rapport with various levels of staff across the ministry; (contacts will extend to the Office of the President)
Ability to respond appropriately to employees, constituency, and executive management, especially during high-pressure situations
Ability to work in a dynamic environment and to adjust priorities accordingly
Good mathematical and analytical skills to develop and monitor systems
Exhibits good leadership capabilities to coordinate administrative workflow
Very capable and orientated to handle fine and minute detail
Proficient in the use of computer hardware and software
Advanced knowledge of Microsoft Office (Outlook, Word, Excel, and PowerPoint)
Knowledge of US evangelicalism as well as its concepts and key leaders
Citizen level knowledge of US. state, and local governmental leaders
Handles minor budget issues

Nice To Haves

Working experience with Salesforce and Workday are a plus

Responsibilities

Serves President, Chief of Staff, and Vice President of Presidential Relations in all administrative aspects, directly for the Chief of Staff and the Vice President, and as back-up for the President/CEO
Maintains Chief of Staff’s and Vice President’s office calendar; serves as back-up for President’s calendar, and arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements, both domestically and internationally
Manages all travel for Chief of Staff (and occasionally President, and his family for ministry events, including researching flights and hotels and cars, booking the preceding. Collects receipts and handles Concur expense reporting, for Chief of Staff, and Vice President, verifying that each executive’s reimbursement is accurate, often working with Accounting to clear up discrepancies
Reviews the details of the President’s travel itineraries and corresponding calendar that have been prepared by President’s executive assistant for accuracy with information obtained by President’s executive assistant
Creates companion travel itineraries for Chief of Staff, as well as solo itineraries when COS is traveling alone
Is available occasionally to President’s office personnel after hours as needed and on weekends for travel mishaps and changes
Organizes corporate travel card for both Chief of Staff and Vice President, as well as corporate P-Card for Chief of Staff’s direct reporting group
Arranges either quarterly or per-trimester Q&A meetings with large group of employees on behalf of President, as well as quarterly new-employee Q&A
Documents notes from weekly C-Team meetings if needed, and trimester Board meetings into action item table and updates upon direction
Screens incoming mail, both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisor's personal handling; alerts supervisor of mail, which requires immediate action
Prepares monthly resource mailings to Board members on behalf of President
Compiles and analyzes requested information; drafts replies and/or transcribes correspondence for signature
Places, receives, screens, and refers telephone calls on behalf of Chief of Staff and Vice President, and as back-up for President, to appropriate personnel, both internal and external
Regularly interfaces with other departments and agencies outside the ministry to exchange information, answer inquiries, act on problems, and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequate
Checks, prepares, corrects, and/or summarizes reports, records, and correspondence; creates spreadsheets and PowerPoint presentations
Serves as a liaison between supervisor (as well as President and Vice President) and others, including Board members, both on phone and in writing; follows up to ensure a timely response to projects and assignments
Oversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals, files, and records for relevant background information
Initiates and organizes data for reports and presentations for supervisor's review; responsible for preparation of presentations, reports, charts, and graphs to be presented to any level of management
Independently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers, utilizing a comprehensive knowledge of the functions, operating methods, and practices of the organization
Coordinates and assists with projects, event planning, data entry reporting, research, product purchases and measurements resulting in enhanced friendships with constituents through authentic encouragement, provides resources for their ministry needs, and coordinates relationships with two main groups of constituents: current and potential.
Helps Vice President with planning and executing boutique events in connection with Family Advancement including high level meal events.
Manages Vice President caseload communication, constituent accounts and overall caseload database
Responds to complaints and problems of employees/constituency who have contacted supervisor's office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant area
Consults with Events Department for OOP functions
Overall back-up to President in concert with President’s Executive Assistant
Displays the ability to safeguard the ministry's integrity when handling confidential information
May provide administrative support to other departments in specified C-level structure
Performs other duties as assigned which may include duties of lower-level job grades