Executive Assistant to Executive Leadership Team

Description

Job Title:

Executive Assistant to Executive Leadership Team

Department: Operations/Administration

Job Status
:
Active

FLSA Status: Non-Exempt

Reports To: Chief Executive Officer

Grade/Level: Admin 3

Amount of

Travel Required:

Less than 10%

Job Type
:
Full Time

Positions Supervised: None

Work Schedule: Monday
- Friday 8:30 - 5:00, in office

The Executive Assistant provides high-level, proactive administrative and operational support to the Executive Leadership Team (ELT). As a vital partner to our leadership, this role serves as a key communication bridge between ELT and our staff, board, donors and community members.

The ideal candidate aligns deeply with our Christian faith-based mission and embodies our three core values of Christ-centered compassion, team-driven excellence, and evidence-based impact:

• Manage executive calendars, the FIVE
  18 “Master” calendar, while anticipating scheduling needs, prioritizing conflicting demands, and ensuring smooth daily transitions for the ELT.
• Coordinate internal and external leadership meetings, assist with developing exhibits, compiling pre-read materials, taking actionable minutes as needed, and following up on key deliverables.
• Organize and execute logistics for Board of Trustees/Directors meetings (including accurate recording of minutes), staff and/or leadership retreats, and special events.
• Serve as a primary point of contact and liaison between executive leadership, senior directors, staff, board members, and external stakeholders.
• Assist CEO with capital campaign tactics – scheduling tours, follow up letters to donors, updating campaign materials, etc.
• Cultivate a welcoming, warm, and professional atmosphere for visitors, community leaders, and ministry partners engaging with executive leadership.
• Assist in coordinating Townhall meetings, All-staff meetings, chapel, spiritual retreats, staff care initiatives, and agency-wide devotional gatherings along with developing agendas for same.
• Draft empathetic, thoughtful executive communications (correspondence, donor thank-you notes, prayer requests, and community updates) with high cultural and relational intelligence, and/or edit the same as drafted by ELT members.
• Gather, synthesize, and format data and operational metrics from various department heads to support Quarterly Reset Meetings and board reporting.
• Assist ELT with tracking agency Key Performance Indicators (KPIs) and project milestones to measure the impact of programs and operations.
• Draft, edit, and proofread high-level documents, presentations, grant reporting summaries, and strategic proposals.
• Maintain accurate, confidential, and well-organized digital filing systems for executive files, legal contracts, property deeds and corporate records.
• Maintains Board Portal by uploading information in a timely manner, to ensure that Board members can access items that they need
• Provides back-up support for answering external telephone calls, responds to the "hello@five
  18" incoming emails and initiates calls on behalf of ELT as necessary. Takes accurate messages and completes connections. Greets clients, customers, visitor in a professional manner and provides general information about teams and/or the agency as necessary.
• Arranges travel for ELT members to conferences and/or visits with key donors
• Assists ELT with various projects, as needed

• Education: Bachelor’s degree preferred, or equivalent experience in business administration, non-profit management, or a related field.
• Experience: Strong preference for 3–5 years of experience supporting C-suite executives or leadership teams, preferably in a faith-based or non-profit setting.