What are the responsibilities and job description for the Executive Assistant position at First Liberty Institute?
Executive Assistant
Position Summary:
First Liberty’s Executive Assistant serves as a trusted partner to the President, ensuring that schedules, travel, communications, relationships, expenses and administrative priorities are managed with excellence.
Responsibilities:
Executive & Administrative Support
o Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism
and confidentiality.
o Anticipate the President’s administrative and logistical needs and proactively address issues before they become obstacles.
o Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials.
o Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion.
o Maintain accurate contact information, notes, correspondence, and records and ensure important information is readily accessible.
o Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders.
o Handle routine matters independently and appropriately escalate matters requiring the President’s attention.
o Maintain accurate contact information, notes, correspondence, and appropriate relationship records.
o Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President.
o Other duties as assigned
Calendar & Schedule Management
o Manage the President’s complex and frequently changing calendar with exceptional attention to detail.
o Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities,
and other commitments.
o Evaluate scheduling requests based on organizational priorities and ensure the President’s time is allocated effectively.
o Proactively identify scheduling conflicts and recommend solutions.
o Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information,
and other relevant materials in advance.
o Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities.
Travel Planning and Coordination
o Manage a travel intensive schedule, including complex and multi-city itineraries.
o Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements.
o Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other
pertinent information.
o Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions.
o Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics.
o Maintain awareness of applicable travel documentation and requirements for international travel.
Expense & Financial Administration
o Maintain timely, complete, and accurate expense reporting for the President.
o Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First
Liberty policies.
o Ensure expenses are properly documents, categorized, and submitted within established deadlines.
o Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records.
Requirements:
o Must agree with and sign First Liberty’s Articles of Faith
o Bachelor's degree preferred; equivalent combination of education, training,a nd relevant executive-level administrative experience considered
o 5 years progressively responsible administrative experience, including at least 3 years supporting a senior level executive
o Must possess computer skills, with proficiency in Microsoft Office applications
o Excellent written and verbal communication skills with ability to adapt communication style to different audiences
o Ability to maintain confidentiality
o Ability to travel occasionally
Physical Requirements:
o Prolonged periods of sitting while working on a computer, and using standard office equipment
o Ability to sit, stand, walk, bend, reach, and move throughout the office as needed
o Able to lift up to 10 pounds