Executive Assistant to the President / CEO
Summary
Title:Executive Assistant to the President / CEO
ID:1043
Department:Executive
Description

 

JOB TITLE: Executive Assistant to the President      CORE TEAM: Office of the President/CEO

LOCATION: VisionTrust Corp. Office, Colorado Springs, CO  SCHEDULE: Full Time

Annual Salary Range: $34K-$36K         

ORGANIZATIONAL RELATIONSHIPS:

          Reports to: President/CEO

JOB PURPOSE SUMMARY:

The Executive Assistant provides highly sensitive, proprietary and confidential support to the Chief Executive Officer (CEO). The Executive Assistant performs a broad range of professional level complex administrative duties and serves as a liaison to numerous internal and external constituencies on all matters pertaining to the CEO. The role demands excellent oral and written communication skills, a service mindset, solid judgment and proficiency. Requires cross-cultural sensitivity, and a strong personal commitment to VisionTrust’s purpose, mission and Statement of Faith.

KEY RESPONSIBILITES:

  1. Manage the CEO’s calendar/schedule
  • Support the CEO by managing all daily administrative matters including calendar management via effective use of Outlook for making appointments and managing schedule
  • Use initiative and judgment to anticipate potential challenges and provide solutions
  • Screen and appropriately respond to requests from outside the organization from those wanting to speak with/meet with the President
  • Appropriately respond to requests from staff requesting appointments with the CEO
  • Greet visitors, accept and make phone calls
  • Provide a bridge for smooth communication between the CEO’s office and internal departments
  1. Events and Meetings
  • Set business meeting agendas
  • Accurately record minutes from meetings
  • Assist with the planning, preparation and execution of Board Meetings, President’s Weekend, All-Staff Yearly Meetings, Leadership Team weekly meetings, etc.
  • Logistics: Arrange transportation and lodging for out-of-town visitors as needed
  • Hospitality: Arrange for meals/catering/food purchasing/beverages; prepare and clean up
  1. Communications
  • Act as the initial point of contact for the CEO’s office; screen telephone calls and visitors, respond to requests in a professional and timely manner
  • Communicate effectively and maintain effective working relationships internally and externally at all levels with Board of Directors/major donors/CEO contacts/VT staff, volunteers, guests, vendors, and building tenants.
  • Exhibit strong interpersonal skills.
  • Ensure that the CEO is informed of commitments, responsibilities and other matters that require attention
  • Prioritize conflicting needs and handle matters proactively and timely ensuring communication with all relevant parties
  • Assist with CEO’s correspondence and coordinate with appropriate internal and external parties
  • Prepare memos, responses, notes, etc. for the CEO as requested
  • Proofread/edit written/printed copy for all items with CEO’s signature and other copy as directed/approved by CEO
  • Maintain contact database for the CEO
  1. Finance
  • Process monthly expense reports for office of the CEO
  1. Project-based work
  • Manage special projects as assigned by the CEO
  • Research matters and provide results to the CEO as assigned
  1. Computer & office machines
  • Possess skills in Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)
  • Knowledge of Salesforce to effectively perform job—research, update and enter information
  • Knowledge of and ability to use SharePoint
  • Ability to use office machines for Copying/printing/scanning/postage machine/labels
  1. Time Management
  • Able to shift priorities quickly and multi-task, accept change and be flexible to meet deadlines and needs
  • Organize work and set up systems of tracking
  1. Team Support
  • Schedule “Lunch & Learn” sharing times
  • Schedule weekly prayer meetings
  • Schedule monthly all-staff meetings
  • Perform office duties that include ordering supplies, maintain and organize supply inventory and supply closet
  1.  Other Duties
  • Perform other duties as assigned by the CEO

KNOWLEDGE, SKILLS and ABILITIES:

  1. Proven ability to independently take appropriate action and make sound decisions within scope of authority, be a self-starter
  2. Organize, take initiative, and exercise sound independent judgment within areas of responsibility
  3. Manage multiple and rapidly changing priorities to meet the needs and expectations of CEO and organization, ability to prioritize multiple responsibilities
  4. Implement company policies and procedures
  5. Maintain highly sensitive and confidential information
  6. Use a high degree of tact, diplomacy, discretion and professionalism
  7. Organize and maintain office files related to the office of the CEO
  8. Communicate clearly, effectively & ethically in writing and orally

QUALIFICATIONS:

Required:

  1. Have a personal relationship with Jesus Christ.  This involves a consistent witness of Jesus Christ, maintaining a courteous Christ-like attitude in dealing with people within and outside of the ministry.  Refrain from any conduct that may bring the ministry into question and faithfully uphold the ministry in prayer.
  2. Agree with VisionTrust’s Statement of Faith;
  3. Interact with co-laborers with Biblical love;
  4. Demonstrate understanding of and commitment to VisionTrust’s ministry;
  5. In-depth understanding of entire MS Office suite;
  6. Ability to occasionally work a flexible schedule and additional, nontraditional work hours as required;
  7. Excellent verbal and written communication skills;
  8. Ability to problem-solve.  Ability to deal with non-routine matters and special projects with minimal specific instruction;
  9. A successful track record of performing executive support activities and functions;
  10. Possess excellent organizational skills;
  11. Team player; ability to teach/coach/motivate others.

Preferred:

  1. Previous non-profit or international missions experience, knowledge of VisionTrust and its structure is a plus
  2. Bachelor degree or equivalent, and a minimum of three to five years in similar position
  3. Proven ability to work effectively with executives        

 

WORKING CONDITIONS:

Travel: May require domestic travel to accommodate organizational events.

Physical Demands: Conduct normal lifting, sitting, standing and active work in an office environment.  Mental demands: While performing the duties of this job, an employee is regularly required to interact with many different personality types throughout the day,  use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine office problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under deadlines with frequent interruptions; and interact with multiple work teams.

The above statements are intended to describe the essential functions of this job. However, there may be other general tasks to perform.

 

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