Trinity Executive Assistant II

Work Direction: The Executive Assistant II works under the direct supervision of the Executive Pastor. The Executive Assistant II assumes the total responsibility for the successful execution of all duties and activities performed in the Executive Pastor's Office and is responsible for the cohesive operation of Community Engagement in line with goals of the Executive Pastor's Office. This position functions as the Executive Pastor's liaison with Government Officials, the Community and its leaders, Pastoral Staff, Leadership Team, Church Staff and the larger Church.

Basic Function: The Executive Assistant II provides executive level support for office of Executive Pastor to effectively assist leader in engaging all stakeholders for the success of the church. Builds relationships with congregation, team members, community, and faith-based organizations for internal church operations, external outreach and transformational engagement in our community, city, outlying areas and around the world. Provides necessary support and information to develop, establish, cultivate and continually strengthen relationships with government officials and community leaders that support the organization’s strategic objectives and goals.

Duties and Responsibilities:

Administrative Support

• Coordinate and provide executive administrative support to the Office of Church Administrator/Community Engagement & Transformation including but not limited to phone calls, meeting schedules, supplies, calendars, check requests, file maintenance, word processing, production of reports, memos and correspondence, minutes, presentations, check requests, copying, scanning, and mail handling.
• Manage special projects and initiatives as assigned.
• Provide for the training and coordination of the work for any temporary, contractual or administrative office personnel (including interns).
• Coordinate activities, event planning and meeting support for internal and external meetings, including all aspects of meeting logistics including invitations, materials/collateral production, venue planning travel, vendor relations, food and refreshments and support event.
• Maintain thorough knowledge of Church Administrator’s office practices, policies, and organization and uses considerable judgment and independent action.
• Assist Church Administrator in managing workflow, organizing contacts/touches, prioritizing daily schedule, tasks, meetings and deliverables.
• Interface with internal and external stakeholders to facilitate agreed upon project deliverables and communications plans in support of output from the department.
• Manage day-to-day financial operations including check requests and departmental expenses.
• Create and manage electronic contacts, filing and reporting system.

Governmental Relations and Community Engagement

• Provide high level research on individuals, corporations and foundations using a wide variety of biographical, organizational and financial resources including online databases, internet websites, library and government sources or other external repositories of public information.
• Create and/or update reports, proposals and strategy frameworks for the Church Administrator, Senior Pastor, Executive Leadership Team, Endeleo/Imani Boards of Directors and/or other stakeholders as requested.
• Compose documents (profiles, biographies, agency, organization and/or project summaries) using style, grammar and content appropriate to specific audiences.
• Develop and manage central activity, contacts and outcomes database capable of reporting key performance indicators required for scope of the responsibilities for the department.

Communication

• Provide support including record keeping, database management for community contacts, statistical tracking for engagement reporting, general phone calls, meeting schedules, time and attendance records, calendars, reconcile credit card expenses, check requests and file maintenance.
• Work collaboratively across departments with other departments and administrative team members.

Other

• Performs other duties as assigned.

Requirements: The incumbent must possess a bachelor’s degree or equivalent, plus three to five year’s related work experience. The incumbent must demonstrate excellent time management abilities, strong organizational skills the ability to multi-task effective problem-solving and decision-making abilities, outstanding interpersonal skills, demonstrate superior verbal and written communication skills, and must be highly motivated, productive and efficient. Must possess experience in a fast-paced, multifaceted organization. Ability to handle multiple projects on deadline and to anticipate problems and needs. Additionally, the incumbent must be highly proficient in using Microsoft Word, Excel, PowerPoint, Outlook, Social Media and Internet. The incumbent must be a self-starter, independent worker with an ability to see projects through to completion without supervision. The incumbent must work well independently while being part of a larger team. Discretion and patience are important and the incumbent must be comfortable with a high degree of interaction with others in high pressurized environments. The incumbent must serve as a liaison to carry out executive administrative functions on behalf of the Church Administrator’s office.

The incumbent must possess a high degree of accuracy and attention to detail, ability to multi-task prioritize assignments, define problems, collect data, establish facts, draw valid conclusions, read, analyze, and interpret business periodicals, professional journals, technical procedures and government regulations. The incumbent must also possess the ability to write reports, business correspondence and procedures manuals, interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables and respond effectively to common inquiries from a wide range of constituents. Familiarity with the United Church of Christ and preference for working with community leaders, elected officials, government offices and community based organizations is preferred.

Work Schedule: The Executive Assistant II shall generally work forty hours each week including weekends and holidays and may be requested to attend meetings off-site from time to time.

Confidentiality: Confidentiality is a condition of employment. Discretion is a condition of employment. At all times, team members are to respect the privacy of information about others. Violation of the Code of Confidentiality can result in immediate termination of employment.

Working Conditions: This position works in a clean, well-lighted area. This position is not susceptible to job hazards; however due to routine operation/use of computers, normal rest breaks may be required. Additionally, this position does not require any unusual or excessive physical exertion. The incumbent is regularly required to use hands to finger, handle, or feel objectives, tools, or controls and talk or hear. The incumbent is frequently required to sit and reach with hands and arms. The incumbent is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision. Depth perception and the ability to adjust focus is required.