What are the responsibilities and job description for the Executive Administrative Assistant to the VP of Administration position at CHILD EVANGELISM FELLOWSHIP INC?
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