Executive Assistant, Office of the President (3655)

Summary:  Reporting to the President, the Executive Assistant facilitates the effective and efficient administration of the Office of the President.  This position acts as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.  The Executive Assistant also acts as a liaison to the CHF Board of Directors.  The Executive Assistant represents the Executive Team, Departments, and CHF with excellence, professionalism, and integrity.  The position facilitates teamwork and effective communication between CHF locations and employees.

Direct Reports:  Receptionist

Relates Closely With:   Executive Team; Senior Leadership Team, Board Members; Donors; Administrative Assistant Team

Essential Duties & Responsibilities:

• Complete a broad variety of administrative tasks for the President, including managing appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, both domestic and international, creating trip itineraries and meeting agendas; and compiling documents for travel-related meetings.
• Plan, coordinate, and ensure the President's schedules are followed and respected.  Provide "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President.
• Work closely and effectively with the President to keep them well informed of upcoming commitments and responsibilities and follow up as needed.  Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Assist the Executive Team with managing their weekly meeting schedule, supporting on- and off-site meetings and retreats, coordinating meeting agendas, and attending all meetings and retreats in a support capacity.
• Communicate directly and on behalf of the President with Board members, donors, CHF staff, and others, on matters related to the President's initiatives.  Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.  Determines appropriate course of action, referral, or response.
• Maintain organized access to key documents, reports, and presentations for the President; prepare briefing materials and background research for meetings and engagements.
• Follow up on contacts made by the President and support the cultivation of those ongoing relationships.  Ensures all data is updated in Salesforce on a timely and accurate basis.
• Provide a bridge for smooth communication between the President and internal departments; demonstrate leadership to maintain credibility, trust, and support with other Executive Team members and staff.
• Serve as the President's administrative liaison to CHF's Board of Directors, maintaining discretion and confidentiality in relationships with all board members.  Oversee preparation and implementation of Board meetings in coordination with designated individuals (such as President, Board Chairman, other Administrative Team members), including: scheduling the meetings, developing and preparing the board meeting packages (e.g., agenda and reports), ensuring timely preparation and setup, recording and distributing minutes, and maintaining Board meeting files.
• Manage a variety of special projects for the President, some of which may have an organizational impact.
• Support the coordination of the President's events and other organizational activities (e.g., fundraising banquets, promotional engagements) by working closely with the event team and serving as a liaison to the President as needed.
• In conjunction with the other applicable teams, participate in the facilitation and execution of the Executive's events and other related organizational events, which include attending multi-day events.
• Participate in meetings, including weekly all-staff meetings, Leadership Team meetings, and Executive Team meetings.
• Facilitate strong, effective cross-departmental communications and teamwork; participate in Administrative Team meetings; provide recommendations that facilitate teamwork, effectiveness, efficiency, and further the mission of CHF.

Supervisory & Leadership Responsibilities:

• Lead by example: Demonstrate CHF's mission, values, and distinctives in the execution of responsibilities.
• Follow and support CHF policies and procedures; contribute to required meetings and events.
• Develop, coach, and encourage assigned employees for current and future success.
• Oversee employee responsibilities in accordance with CHF guidelines, including staffing, goal and performance management, and compensation review.
• Contribute to the development and oversight of the budget as requested.

Equipment:

• Standard Office Equipment (telephone, computer workstation, printer, copier, scanner, calculator)

Work Environment:

• Primarily: office; Occasionally: warehouse, public venues  

Physical Demands:

• Constantly exchange accurate information whether verbally or in writing.
• Constantly operate a computer and other office machinery such as telephone, printer, fax.
• Able to remain in a stationary position, seated or standing, at least 80% of the time due to project deadlines (e.g., computer use for 2-4 hours) and/or participation in organizational events (e.g., event activities up to 10-12 hours in a day) which includes a mixture of lifting, carrying, bending, stooping, reaching for event setup/tear-down, and execution of responsibilities during the event.
• Frequently move around inside the office frequently to attend meetings, access file cabinets, obtain supplies, and utilize office machinery such as printer/copier/scanner/fax machine.
• Occasionally lift up to 25 lbs. but less than 50 lbs.

Minimum Qualifications (Knowledge, Skills, Abilities):

• Confesses Jesus Christ as Lord and Savior; active member of a gospel-centered, Christian local church; demonstrates ongoing growth in Christian maturity.
• Bachelor's degree in a related field, or equivalent knowledge and work experience.
• Previous experience in administrative support required; executive level administrative support and non-profit experience preferred.
• Previous work experience in a leadership role in an Executive environment.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert-level written and verbal communication skills.
• Experienced in travel arrangements, domestic and international. 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.  Ability to display spiritual and emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently.  Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Trustworthy, with high level of professional discretionary judgment and spiritual discernment.  Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.  Forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Flexible, able to positively adapt to the changing needs of CHF's ministry.
• Able to effectively communicate CHF mission and programs to all inquirers, with grace and compassion.
• Highly computer proficient with strong skills in Microsoft Outlook/Word/Excel and internet research; able to quickly learn new software and video applications.

NOTE:  The statements above are intended to describe the general nature and level of work involved for this job and are not intended to represent an exhaustive list of responsibilities, qualifications, work environment and/or physical demands.  You will be required to perform other duties as assigned.