Position Description

 

Position Title: Executive Assistant/Admin Coordinator

Department: Administration

Reports To: President & CEO/Admin Services Manager

Status: Full-time, Hourly

FLSA Status:  Non-exempt

Effective Date: November 2025 

Christ-Centered Culture

· This means we regularly share our faith with others. The Great Commission is our mission, and our role is to equip and encourage others to do the same. 

· We keep Christ central through active participation in and contribution to the spiritual growth of the organization, maintaining God-pleasing relationships with all co-workers, volunteers, donors, and partners. 

· Every person, and position, is eagerly looking for opportunities to directly mobilize ministry through our volunteers and donors. 

Ideal Characteristics 

The ideal candidate is willing to take on a wide range of responsibilities and is steady in completing whatever work is needed. This role requires someone who brings consistent follow-through. Attention to detail is essential; the person in this position must produce accurate work, notice mistakes, and bring tasks to completion without frequent oversight. A careful, deliberate working style and steady tenacity are helpful. 

Because this position serves within a collaborative administrative team, loyalty to the team and supportive posture are important. Candidates who respond constructively to requests for help and find satisfaction in contributing to shared goals will do well. Overall, we seek a helpful, dependable professional who takes initiative and strengthens the team by getting work done.

Summary of Role

This role provides comprehensive administrative and HR support including payroll, benefits, recruitment, onboarding, compliance processes, documentation, and records retention. The role also supports office systems, asset tracking, and policy development and serves as a central resource for coworker inquiries, reporting, and special projects. This role also serves the President & CEO as Executive Assistant.

Duties and Responsibilities:

· maintains and updates employee handbooks, process documentation, organization structure lists, and other similar departmental assets in both domestic and international context

· carry out the recruitment and interview processes, the processing of terminations, and preparation of the performance review process

· manage onboarding and logistics of orientation including compliance documents and enrichment sessions

· serve as the main HR and benefits contact for the organization

· supports the Strategic Human Resources Management plan for the organization

· manage office systems and supplies as assigned

· compile information needed for reports, applications, and other department requests and file where appropriate

· manage process for independent contractors

· organize and distribute agendas for organizational meetings

· communication of general office information 

· executive calendar management; preparation of meeting minutes, reports, and presentations

· prepare, edit, send and receive correspondence and reports for the President & CEO and Kingdom Workers Board of Directors

· organize and maintain records and files for the President & CEO and Kingdom Workers Board of Directors

· manage communication and logistics (including travel plans) for the Chairman and Secretary of the Kingdom Workers Board of Directors, BOD Committees, and President & CEO, and invited guests

· attend selected Board of Director, Committee, and Organizational meetings and record minutes

· maintain organizational and constituent confidentiality in accordance with KW policy and all State laws and regulations

· plan events for leadership, both on and off-site (may require occasional work outside normal business hours)

· carry out special projects at the direction of the President & CEO

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· other duties as assigned

Education, Experience and Characteristics:

· must demonstrate alignment with Kingdom Workers' Statement of Faith

· bachelor’s degree (B.A.) from four-year college or university; or four+ years related experience and/or training; or equivalent combination of education and experience

· demonstrated proficiency in leading human resources functions

· must be comfortable communicating with WELS constituents   

· keen attention to detail

· ability to participate in a work environment that fosters open and honest two-way communication

· ability to work independently, prioritize workload, and deliver quality results on time, while working on multiple projects simultaneously

· must possess strong communication skills

· be comfortable with the use of technology and software platforms

· have proven ability to work cross-culturally while building relationships and working collaboratively with others

Location and Travel Expectations:

· position is based in the KW Home Office in Waukesha, WI

· position is required to be onsite

· ability to travel occasionally

· ability to travel by road, air or other means as may be encountered in a developing country

· ability to happily spend time and work in remote areas

· valid passport, or ability to obtain one, required

· valid driver’s license required

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Other Conditions:

· frequently required to walk, sit, stand, and/or lift up to 30 pounds

· frequently required to utilize hand and finger dexterity

· continually required to talk and hear

· occasional exposure to wet and/or humid conditions including outdoor exposure

· occasional exposure to bloodborne and airborne pathogens or infectious materials

Note: Reasonable accommodations may be made for individuals with disabilities or physical restrictions to perform the essential functions of this position.

The above information describes the minimum levels of knowledge, skills, abilities, duties, and requirements necessary to perform the primary functions of the position. This shall not be construed as a detailed description of all the duties and requirements that may be necessary in this position. This document does not create an employment contract, implied or otherwise, other than an “at will” relationship.