Executive Assistant

First Liberty Institute•Plano, TX

34d•Onsite

About The Position

First Liberty’s Executive Assistant serves as a trusted partner to the President, ensuring that schedules, travel, communications, relationships, expenses and administrative priorities are managed with excellence.

Requirements

Must agree with and sign First Liberty’s Articles of Faith
Bachelor's degree preferred; equivalent combination of education, training, and relevant executive-level administrative experience considered
5+ years progressively responsible administrative experience, including at least 3 years supporting a senior level executive
Must possess computer skills, with proficiency in Microsoft Office applications
Excellent written and verbal communication skills with ability to adapt communication style to different audiences
Ability to maintain confidentiality
Ability to travel occasionally

Responsibilities

Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism and confidentiality.
Anticipate the President’s administrative and logistical needs and proactively address issues before they become obstacles.
Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials.
Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion.
Maintain accurate contact information, notes, correspondence, and records and ensure important information is readily accessible.
Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders.
Handle routine matters independently and appropriately escalate matters requiring the President’s attention.
Maintain accurate contact information, notes, correspondence, and appropriate relationship records.
Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President.
Other duties as assigned
Manage the President’s complex and frequently changing calendar with exceptional attention to detail.
Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities, and other commitments.
Evaluate scheduling requests based on organizational priorities and ensure the President’s time is allocated effectively.
Proactively identify scheduling conflicts and recommend solutions.
Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information, and other relevant materials in advance.
Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities.
Manage a travel intensive schedule, including complex and multi-city itineraries.
Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements.
Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other pertinent information.
Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions.
Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics.
Maintain awareness of applicable travel documentation and requirements for international travel.
Maintain timely, complete, and accurate expense reporting for the President.
Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First Liberty policies.
Ensure expenses are properly documents, categorized, and submitted within established deadlines.
Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records.