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Title: Assistant to the Executive Director - The Stewpot

Status: Full-time, Exempt

Reports to: Executive Director - The Stewpot

Position Summary

The Assistant to the Executive Director is responsible for providing direct support to the Executive Director by assisting in the management of her interactions and relationships with a wide range of constituencies.

Duties include managing a complex schedule for the Executive Director, preparing correspondence, and prioritizing items requiring the Executive Director’s attention. The Assistant to the Executive Director performs a wide range of administrative support activities, including support to committees and boards staffed by the Executive Director, coordinating meeting and event logistics, preparing financial reports, serving as host to visitors and guests, and working collegially as a part of a high-functioning team.

Essential Functions

Provides a range of complex office administration and support to the Executive Director’s Office (and The Stewpot departments as needed)

• Schedules appointments and meticulously maintains the Executive Director’s calendar in a proactive manner.
• Answers and routes phone calls. Screens and prioritizes mail.
• Serves as the administrative contact and liaison with internal and external contacts. Coordinates travel, events and meetings as needed on behalf of the office of the Executive Director.
• Performs basic research for the Executive Director as needed.
• Creates and maintains shared filing systems for digital and physical documents.
• Tracks expenditures and prepares expense reports. May prepare spreadsheets for budgets and grants. Prepares financial reports using online financial systems, sometimes in coordination with finance and accounting team.
• Composes and edits letters, memoranda, reports, committee minutes and presentations. Prepares copy for publication or wider communication as needed.
• Serves as a welcoming host to staff and guests in the Executive Director’s office. Assists with planning, ordering, organizing and set-up of materials and refreshments for meetings.
• Reviews, assesses, routes, answers and monitors follow-up action on correspondence. Gathers and analyzes information required for administrative reporting.

Supports the Executive Director in the development and implementation of staff-wide systems and procedures.

• Establishes office procedures, policies and operations. Interprets and communicates policies and processes.
• Coordinates necessary training and support for Program, Administrative and Support Staff.
• Is trained on and is backup for Development Associate work in Bloomerang.

Provides administrative support and organization for Community Ministries Committee, The Stewpot Alliance Board as well as other committees and boards relevant to the work of the Executive Director’s Office.

• Coordinates preparation of the committee agenda and packet with the Executive Director and Chair of The Community Ministries Committee.
• Coordinates preparation of Director, Management Team and Staff meetings and trainings.
• Attends meetings, providing necessary hands-on support to the Executive Director, relevant staff and church leaders.
• Supports the work of relevant committees as assigned by the Executive Director. Prepares emails, letters, mailings and documents for the committees. Handles scheduling and preparation of meetings.

Other Functions

Perform other duties as assigned by the Executive Director

Core Competencies

Integrity and Trust: Practices direct, honest and transparent communication; keeps confidences; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.

Written Communication: Is able to write clearly and succinctly; employs correct grammar, punctuation and patterns of speech; clearly delivers message in a tone appropriate to the context.

Attention to Detail: Consistently attends to the many small pieces which must be assembled into an organized whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.

Personal Resilience: Can effectively cope with change and uncertainty; can shift gears comfortably; can decide and act without having the total picture; isn’t upset when things are up in the air; can comfortably handle risk and uncertainty; is flexible.

Qualifications

• Bachelor’s degree or equivalent experience
• Minimum of 5 years’ experience, more preferred
• Proven success as an executive level administrator
• Ability to work successfully with teams and with people from a wide range of backgrounds and cultures
• Computer literacy and proficiency with MS Word, Outlook, OneNote, and Excel
• Able to learn databases such as Shelby and Bloomerang

Terms of Employment

Salary, benefits and other terms of employment will be administered in accordance with the policies contained in the First Presbyterian Church of Dallas Employee Handbook, a copy of which is provided to each employee.

Note

This description contains the information and facts considered necessary to describe and evaluate the duties of this position fairly and equitably. It should not be considered an exhaustive description of all the work requirements to be performed, but indicates the kinds of duties and levels of responsibility required by the position. The Executive Director may add or remove responsibilities as occasion may require.