Executive Assistant to President

Executive Assistant

As with all employees at Mentoring Alliance (MA), the Executive Assistant (EA) is considered a minister of the gospel. The EA is a Christ-follower who sets an example for believers and nonbelievers and leads a life above reproach. This person flourishes in a biblically grounded, grace-based, Christ-centered, excellence-driven, and multiethnic environment.

MISSION STATEMENT: The mission of the EA is to provide administrative and professional assistance to the President through scheduling, office, and relationship management, administrative deliverables, and logistical support.

KEY RESULT AREAS

• 1. Supports the President:
• Serves as a trusted extension of the President—representing them with excellence, filtering communication, and helping prioritize time and attention.
• Drafts or edits correspondence, presentations, and reports on behalf of the President.
• Anticipates needs and proactively identifies opportunities to lighten the load for the President
• Supports ELT in use of Ninety and aligning with EOS system.
• 2. Manages/Extends Relationships:
• Manages written and digital communication on behalf of the President, ensuring clarity, timeliness, and alignment with organizational priorities.
• Plans and coordinates meetings, events, and engagements to strengthen key partnerships
• Attend and support coordination of meetings and sessions at the Vision Summit, ensuring smooth logistics and preparedness.
• Ensures timely follow-up on action items and maintains confidentiality in all communication and relationship management. Manages Salesforce, ensuring key relationships are current and well-documented.
• Supports moves management for investor accounts by tracking and organizing next steps
• 3. Manages Calendar:
• Manages the President's calendar, including recurring rhythms (e.g., one-on-ones, team meetings, donor touchpoints) and scheduling updates as needed.
• Ensures all necessary materials are prepared for upcoming meetings and engagements.
• Coordinates both professional and occasional personal appointments to support the President's overall effectiveness and well-being.
• Manages all travel logistics for the President, including booking transportation, lodging, and creating detailed itineraries to ensure smooth and efficient travel.
• 4. Manages Administrative Deliverables:
• Provides executive-level administrative support, including managing special projects with excellence and timeliness.
• Assists with financial administrative tasks, including check requests, credit card statement reconciliation, and expense reports.
• Occasionally assists with personal errands or tasks, as needed, to ensure smooth daily operations and maximize the President's availability for high-priority responsibilities.
• Develops systems and processes to increase efficiency and organization in the President's workflow.
• Monitors high-level deadlines and organizational milestones, ensuring the President is prepared and informed.
• Creates or maintains digital filing systems and tools that streamline operations.
• 5. Supports/Manages Board of Directors:
• Coordinates logistics for all board meetings, including location, meals, technology, and materials.
• Prepares and distributes high-quality Board and President Reports
• Manages records, meeting minutes, orientation packets, and all official corporate and board documentation.
• Serves as a consistent and confidential liaison for board-related matters.
• Serves as the primary point of contact for board members regarding logistics and communication.
• Maintains an annual board calendar and ensures all meeting prep is handled in advance.
• Supports board committee work by scheduling meetings and taking minutes when needed.
• 6. Other Duties as Assigned by the President:
• Serves on appropriate committees; attends staff meetings, board meetings, and other staff functions.
• Collaborates across departments to promote alignment, morale, and effective communication.
• Completes additional tasks and responsibilities as assigned by the President.

QUALIFICATIONS

• 3+ years of experience in administration
• Bachelor's degree from an accredited college or university
• Proven ability to manage details
• Ability to self-start, work independently, and achieve high standards to meet multiple deadlines
• Comfortable working with Microsoft Office and basic graphic design
• Excellent written and verbal communication skills
• Proven administrative typing, editing, and proofreading skills with great attention to detail
• Adept at developing and maintaining solid relationships with management, staff, donors, board members, and other stakeholders.
• Excellent problem-solving skills.