Position Overview:
The Executive Assistant to the Chief Administrative Officer (CAO) will be responsible for providing high-level administrative support in a fast-paced and dynamic environment. This person must be resourceful, quick on her feet, strategic, and detail-oriented with exceptional time management and communication skills. The ideal candidate will have an operations mindset, able to develop processes and systems to ensure efficiency, while being proactive and always three steps ahead. They will act as a liaison for the CAO, manage daily operations, and ensure all tasks are completed with precision and discretion. This role requires a servant’s heart and a passion for supporting the mission of the CAO.
Requirements:
- Bachelor’s degree in Business, Administration, or a related field preferred.
- Proven experience as an Executive Assistant or in a similar role.
- Strong organizational and multitasking abilities.
- Proficiency in Microsoft Office Suite, Google Workspace, and social media platforms.
- Ability to work with minimal supervision and under pressure.
Character Traits:
- Authenticity: Demonstrates an unwavering combination of professional, interpersonal and spiritual qualities that align with the mission of the church and the high standards of Change Church.
- Resourceful: Able to find quick and clever ways to overcome challenges.
- Servant’s Heart: Genuinely enjoys serving others and supporting the team to achieve their goals.
- Reliable & Responsible: Trustworthy with a strong work ethic and commitment to excellence.
- Adaptable: Able to pivot quickly in a dynamic environment and handle change with grace.
- Detail-Oriented: Meticulous in managing details and ensuring accuracy in all tasks.
- Team Player: Works collaboratively with others, building strong relationships across the organization.
- Discreet: Maintains the highest level of confidentiality with sensitive information.
- Dependable: A reliable and responsible partner in ensuring the CAO’s tasks are handled smoothly.
Core Competencies:
- Trustworthy: Ability to handle confidential information with a high degree of discretion.
- Proactive Problem Solver: Ability to anticipate needs and provide solutions before problems arise.
- Strategic Thinking: Ability to see the bigger picture while managing day-to-day operations efficiently.
- Strong Communication Skills: Exceptional verbal and written communication skills, with the ability to manage multiple channels of communication.
- Time Management & Organizational Skills: Ability to manage multiple tasks simultaneously while staying organized and meeting deadlines.
- Process Improvement: Experience in developing processes and systems that improve efficiency.
- Confidentiality: Maintain the highest level of discretion when handling sensitive information.
- Strategic Planner: Ability to think and act 10 steps ahead. Instinctive on how to keep the daily needs and priorities of the CAO in order, peaceful, productive and stress free.
- Dedication: Willingness to work after hours, weekends and travel when needed both domestic and international.
- Personable: Willingness to serve and build strong relationships, cross functionally, with those in direct connection with the CAO to include but not limited to members, guests, vendors, contractors, staff members, Change Pastors and others.
- Attentive: Maintain a watchful eye at all times. Always putting the needs of the CAO front of mind and being aware of her immediate surroundings.
- Technology Savvy: Proficient with scheduling tools, project management software, and social media platforms.
- Adaptability: Able to pivot quickly when priorities shift or challenges arise.
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Spiritual Responsibilities:
- Uncompromised commitment to Change Church's vision, values, core beliefs and statement of faith.
- Agree to be an active participant in Change Church's ministry.
- Be a born-again Christian who conducts affairs in accordance with the Bible and maintains a lifestyle consistent with the Scriptures.
- Understand that in this role, you are a critical part of Change Church's mission to help change people's lives with the Gospel so that they can change the world, and that part of your responsibilities as a church employee includes being considered a spiritual leader in the church.
- Commit to pray for the first family, leadership, and membership of Change Church.
- Lead in generosity to the church through consistent giving of tithe and offerings.
- Champion, support, and advocate for the vision of the church.
Essential Functions and Responsibilities:
- Serve in excellence by being early and prepared for all scheduled meetings.
- Establish and foster an exemplary relationship with staff/non-staff workers, church membership, and the community at large.
- Demonstrate a servant’s heart by having a willingness to perform other duties as needs may arise.
Liaison and Meeting Support:
- Act as the primary liaison for the CAO in all meetings, ensuring effective communication between departments and stakeholders.
- Manage and execute tasks from meetings, ensuring all follow-ups are completed in a timely and accurate manner.
Scheduling and Calendar Management:
- Oversee the CAO’s schedule, ensuring appointments and meetings are tightly organized to maximize time efficiency.
- Proactively manage conflicts, anticipate scheduling needs, and keep the CAO on track with daily commitments.
Task Management & Execution:
- Ensure the CAO’s daily tasks are executed promptly and efficiently.
- Take ownership of projects, ensuring completion to the highest standard with minimal supervision.
Content Development Support:
- Assist in content development for presentations, meetings, and reports.
- Work closely with the CAO to ensure key messages are communicated effectively.
Executive Summary & Communication Management:
- Manage, oversee, and draft the CAO’s daily incoming and outgoing communications (emails, phone calls, memos) in a timely and efficient manner.
- Draft outgoing correspondence as needed, ensuring professionalism and clarity.
Travel & Event Coordination:
- Coordinate and manage the CAO’s travel arrangements, including bookings, itineraries, reservations, and event appearances.
- Manage the CAO’s social events, vacations, and reservations, ensuring all logistics are handled seamlessly.
Marketing & Social Media Support:
- Collaborate with the brand team to ensure marketing, media coverage, and social media outlets are managed efficiently.
- Assist with making various social media posts and updates across accounts.
Operations & Process Development:
- Develop and implement processes and systems to streamline workflows and improve efficiency within the office of the CAO.
- Actively seek ways to improve operational procedures to better support the CAO’s objectives.
Confidentiality & Discretion:
- Handle time-sensitive and confidential information with the highest degree of professionalism and discretion.
Proactive Leadership:
- Anticipate the CAO’s needs, staying three steps ahead to ensure proactive management of all responsibilities.
- Serve as a thinker and executor, delivering solutions and ensuring smooth operations.
Driving & Execution:
- Be a responsible and reliable driver, able to carry out assignments and instructions efficiently.
- Other related duties as assigned.
Supervisory Responsibilities:
- None