Part-time Executive Assistant

Role within the organization:

The Executive Assistant plays a vital role in advancing the Christian mission of Upward Sports by providing exceptional administrative and organizational support to the executive office, Board of Directors, and leadership team. This role serves as the primary point of contact for internal and external communication on matters related to the executive office, ensuring that all interactions reflect the Christian values and mission of the ministry.

In addition to administrative excellence, the Executive Assistant will represent the organization in a professional and Christ-centered manner, fostering relationships that support ministry goals. As part of this role’s contribution to the spiritual culture of Upward Sports, the Executive Assistant will deliver at least one devotion to the team annually during Upward’s weekly devotion time.

This position reports to the Chief Financial Officer (CFO) and supports the Executive Director.

Representative & Expressive Functions: As a ministry-driven organization, every role at Upward Sports carries a responsibility to both represent and express our mission of promoting the discovery of Jesus through sports. The Executive Assistant fulfills these functions in the following ways:

• Representative Functions – Acts as the face and voice of the executive office in communications with staff, board members, vendors, and the community. This includes greeting visitors, responding to inquiries, managing executive correspondence, and coordinating external relations. In all interactions, the Executive Assistant demonstrates professionalism, integrity, and Christ-centered service, ensuring that others experience the ministry’s values firsthand.
• Expressive Functions – Communicates the mission, vision, and values of Upward Sports to internal and external parties both formally and informally, through written and verbal communication, meeting facilitation, and the delivery of one devotion annually to the team. This role not only conveys information but also models Christ and the culture and spirit of the organization, helping others see how faith and excellence work together in service to our calling.

Responsibilities

• Provide direct executive support to the Executive Director, enabling the achievement of corporate initiatives and ministry goals, while ensuring all communication reflects the mission and values of Upward Sports.
• Serve the Upward Sports Board of Directors by organizing and coordinating meetings, maintaining accurate records, and ensuring efficient processes that convey professionalism and Christ-centered leadership.
• Support the Leadership Team with a broad range of administrative needs, delivering service that reflects the ministry’s commitment to excellence.
• Oversee all business filings for Upward Unlimited to maintain compliance with federal, state, and local laws, representing the organization with accuracy and integrity in all official submissions.
• Manage internal and external communications, including scheduling, meeting preparation, note-taking using artificial intelligence in Teams, follow-up on action items, creating presentations, and arranging travel—ensuring these communications express the mission and culture of the organization.
• Provide administrative support to the Accounting Department, including budget and financial distribution, securing bank documents, and managing special expenditure requests, with stewardship and accountability as guiding principles.
• Develop and maintain organized systems for documents, contracts, research, and financial data to ensure timely retrieval and use, supporting transparent and mission-aligned decision-making.
• Research and compile timely, accurate information for leadership and the Board to enable well-informed, values-based decisions.
• Prepare and maintain reliable reporting as requested to track ministry goals and objectives, clearly expressing progress toward mission outcomes.
• Complete corporate insurance applications and renewals to ensure proper coverage and risk mitigation, representing the organization in a manner consistent with its mission.
• Attend Upward’s weekly devotion time, and prepare and deliver one devotion to annually to contribute to the spiritual growth and unity of the Upward team.
• Represent the mission, values, and standards of Upward Sports in all communications and interactions, both internally and externally.
• Work independently on projects from conception to completion, handling confidential matters with discretion and professionalism.
• Perform other duties or special projects as assigned, demonstrating flexibility, humility, and a servant-leadership mindset.

Qualifications

1. Bachelor’s degree in a related field or equivalent experience.
2. 5–10 years of experience supporting executives, preferably in a non-profit or ministry environment.
3. 1–3 years of involvement with Upward Sports preferred.
4. Proficiency in Adobe Suite (Acrobat, Photoshop, Illustrator, InDesign).
5. Intermediate to Advanced skills in Microsoft Office (Outlook, Word, Excel, PowerPoint, CRM) and social media platforms.
6. Experience in Accounting/Finance and IT, with the ability to read and interpret financial documents.
7. Ability to learn and utilize new software to conduct research, extract data, and perform analysis.
8. Proven ability to handle confidential information, prioritize competing demands, and deliver exceptional service.
9. Strong organizational skills with follow-through and attention to detail in fast-paced environments.
10. Proactive problem-solving and sound decision-making skills.
11. Self-starter who identifies priorities, takes initiative, and completes tasks efficiently.
12. Excellent written and verbal communication skills with a balance of professionalism and humility in service.
13. Experience arranging travel and managing complex schedules.
14. Demonstrates Christ-like character and the fruits of the spirit described in Galatians 5:22-23, including patience, persistence, and stewardship of ministry resources.
15. Committed to honesty, loyalty, and confidentiality while protecting the mission and reputation of the ministry.