Lewis Center Executive Assistant

WESLEY THEOLOGICAL SEMINARY•Washington, DC

2d•$50,000 - $55,000•Onsite

About The Position

The G. Douglass Lewis Center for Church Leadership at Wesley Theological Seminary is dedicated to building actionable knowledge for church leadership. Through research, resource development, and educational initiatives, the Center equips clergy and lay leaders with the insights and tools needed to lead vibrant, effective congregations. The Executive Assistant to Leadership serves as the operational backbone for the Center's executive leadership team. This role acts as a high-touch office manager, frontline service partner, and proactive coordinator of daily workflows. Managing executive communications, AI-driven administrative workflows, multi-tier executive calendars, travel logistics, customer service, program enrollments, and field education administration, this position ensures seamless daily operations across both digital platforms and in-person touchpoints.

Requirements

3+ years of professional administrative experience in executive support, academic program administration, or high-level office management.
Experience or familiarity with student registration processes, record-keeping systems, and managing placement/clinical site documentation.
Proficiency in cloud suites (Microsoft 365, Google Workspace), CRM/enrollment software, modern expense-tracking tools, and hybrid meeting setups (Zoom, Teams).
Exceptional written and verbal communication skills with strong attention to detail and proofreading standards.
High emotional intelligence, welcoming demeanor, and a proactive attitude in frontline interactions with students, faculty, and executive stakeholders.
Demonstrated ability to balance competing priorities from three distinct directors in a fast-paced environment.

Nice To Haves

Familiarity with higher education, theological education, non-profit institutions, or faith-based leadership networks.
Experience supporting grant-funded initiatives, field education programs, or experiential learning structures.
Experience leveraging modern productivity tools or AI writing/scheduling assistants to streamline administrative workflows.

Responsibilities

Serve as the primary administrative resource for the Executive Director, Director of Content Development, and Director of Programs & Initiatives.
Proactively coordinate complex schedules, resolve timing conflicts across multi-director priorities, and prepare meeting briefing materials and agendas.
Coordinate domestic and international travel itineraries, venue arrangements, and ground transportation.
Manage expense reports, receipts, and reimbursement processing in compliance with institutional financial policies.
Draft, proofread, edit, and filter high-level internal and external executive correspondence across email, collaborative messaging platforms (Teams), and official letters.
Serve as the primary, welcoming point of contact for internal and external constituents, partners, visitors, and donors.
Manage the physical and digital reception experience, welcoming students, faculty, board members, client partners, and guests to the Center.
Maintain warm, professional interactions across phone, video conference, digital channels, and face-to-face meetings.
Oversee and manage student registration workflows for field education placements and experiential learning cohorts.
Organize, maintain, and audit digital compliance files, contracts, evaluations, and tracking records for both students and placement sites associated with field education.
Process registration, onboarding, and participant communication for Center learning programs, workshops, and public events.
Organize room reservations, hybrid meeting hardware, catering, registration desks, and event collateral for Center gatherings and board meetings.
Act as the direct administrative point of contact for enrolled students, client cohorts, and leadership program participants regarding logistics, schedules, site tracking, and materials.
Review, code, and track vendor invoices, vouchers, client billings, and employee reimbursement submissions through automated workflow systems in conjunction with the Program Manager.
Maintain accurate CRM records, mailing lists, advisory board lists, and participant rosters.
Maintain digital filing architecture (cloud storage), manage office supplies, coordinate vendor services, and support hybrid meeting infrastructure.