Executive Assistant

Alliance Defending Freedom•Dallas, TX

3d•Onsite

About The Position

The Executive Assistant provides senior-level administrative support to two executives in Alliance Defending Freedom’s Dallas office: the General Counsel & Chief Administrative Officer (GC/CAO) and the Senior Vice President of Development (SVP of Development). The role reports to the GC/CAO, who is the primary focus of support, and has a dotted-line relationship to the SVP of Development. Duties include managing calendars, correspondence, travel, expense reports, and day-to-day administrative needs for both executives. Support for the SVP of Development, who leads fundraising efforts and travels frequently, includes scheduling, meeting coordination, and communication with Ministry Friends. The position requires exceptional discretion and confidentiality, sound judgment in balancing competing executive priorities, and the ability to anticipate needs. It also calls for excellence and a commitment to continuous improvement. Travel is required as business needs dictate, and occasional on-call support may be needed during evenings or weekends, particularly during executive travel or urgent matters.

Requirements

Bachelor’s degree in business administration, communications, English, or a related field, or equivalent professional experience.
At least 5 years of administrative experience supporting senior executives, preferably more than one executive at a time, in a legal, compliance, development or fundraising, or other highly confidential environment.
Proficiency in Microsoft Word, Outlook, Excel, and PowerPoint; Adobe Acrobat Pro; and donor database or CRM systems.
Clear, professional verbal and written communication skills, including proofreading, editing, research, and executive-level correspondence.
Experience preparing meeting agendas, briefing materials, and presentations.
Exceptional discretion and sound judgment in safeguarding privileged legal matters, personnel information, and Ministry Friend information.
Ability to prioritize competing demands, resolve scheduling conflicts, protect two executives’ time, and meet deadlines accurately and with attention to detail.
Ability to anticipate executive needs, take initiative, and build collaborative relationships with executives, Board members, Ministry Friends, vendors, and Team Members.
Ability to travel as business needs require.

Nice To Haves

Professional certification, such as Certified Administrative Professional (CAP); preferred but not required.

Responsibilities

Manage correspondence and database contacts for the GC/CAO, including communications with outside counsel, regulators, executives of other organizations, and ADF Board members.
Coordinate with the GC/CAO’s direct reports and other departments on requests and projects; review and approve expense reports and PTO requests; and work with Finance and HR to process team recognition awards.
Track and route signature and approval requests for corporate filings, insurance, warranty and subscription renewals, and vendor contracts.
Monitor the GC/CAO’s bar membership and continuing legal education requirements and renewals.
Prepare presentations, reports, and seasonal, board, and event-related communications, and track action items through completion.
Maintain electronic and hard-copy files according to document-retention and confidentiality protocols, safeguarding privileged attorney-client communications, personnel matters, and other sensitive information.
Keep the SVP of Development informed of scheduled activities and Ministry Friend requests, adjusting the schedule as priorities and opportunities change.
Maintain projected schedules that account for upcoming events and the SVP’s frequent travel, including flights, hotels, ground transportation, and other accommodations.
Represent the SVP in communications with other ADF executives.
Enter Ministry Friend information and meeting notes into the Development database accurately and promptly.
Serve as a liaison among the SVP, Ministry Friends, Development Directors, the Development Operations team, and other ADF teams involved in events or major Ministry Friend relationships.
Manage both executives’ calendars, confirm appointments, and evaluate meeting requests against their priorities.
Manage phone calls and email for both executives.
Book and manage domestic and international travel, including flights, hotels, and ground transportation.
Prepare agendas, briefing materials, and other materials needed for meetings.
Prepare and submit expense reports.
Provide occasional on-call support during evenings or weekends, particularly during executive travel or urgent matters.
Perform related duties and special projects as assigned.