Executive Administrative Assistant to the VP of Administration

Description Executive Administrative Assistant to the VP of Administration

Department: Administration

Supervisor: VP of Administration

Exemption Status: Exempt

General Responsibilities:

Provides professional support to the executive vice president to ensure effective and efficient fulfillment of his vision and goals. Areas of oversight are office management, communications, meetings, time management, travel, speaking, and special projects and events.

Realizes the importance of the CEF Culture Points and commits to upholding them personally and in the ministry of CEF (The importance of Godly leadership at every level, of the spiritual welfare of our workers, of prayer as our foundation, of evangelizing children, of a clear and Biblical presentation of the Gospel and of a commitment to excellence, for the glory of God).

Specific Responsibilities:

Office management

Provides administrative support to ensure efficient operation of the offices by politely and professionally answering phone calls, scheduling meetings, and assisting visitors
Ensures executive offices are kept clean and stocked
Gathers data and communicates events for the corporate calendar and provides the details to Support Services

Communication

Prepares, stores, and manages hardcopy and electronic documents of various reports, presentations, and correspondences
Facilitates good staff communication by assisting with meeting scheduling and between staff as needed
Helps facilitate timely communication by managing emails, scheduling meetings as need
Prepares correspondence including newsletters, requested reference letters, correspondence, etc.

Meeting/Speaking Engagement

Completes any needed research and document preparation for meetings
Creates and updates PowerPoint presentations
Gathers and documents stories, statistics, and relevant information as needed
Prepares for Board Meetings by gathering, compiling, and submitting all necessary documentation. Processes post-meeting details
Attends other meetings upon request, keeping thorough notes, processing post-meeting details
Communicates all needed actions to appropriate individuals and ensures on-time completion

Time Management

Assist supervisor with managing his focus time well by receiving phone calls and personal walk-in meeting requests and either scheduling an appointment or redirecting to other staff when appropriate
Serve as liaison to work with other key departments, as requested

Travel

Available to travel as projects and assignments warrant.
Makes travel arrangements for supervisor, such as researching and booking flights, visas, immunizations, cars, and hotels
Creates trip folders

Special Project/Event

Manages and participates in projects/events as assigned by supervisor
Serves as a member of the International Conference Team
Teaches at CMI as needed
Attends major events as requested