Executive Assistant To Ceo

Free Sacred Trinity Church (FSTC) is a non-denominational Christian church rooted in Judeo-Christian doctrine with five separate entities. 3 non profit entities and 2 for profit entities.

We are currently seeking an Executive Assistant to the Chief Executive Officer/Ecclesiastical Superior of the Church . As an employee, you are an important member of the ministry of Church and its faith-based community.

If you are compassionate and love being of service to others and work hard, we want to hear from you!

SUMMARY: Responsible and accountable for completing executive and administrative functions of the Organization by performing the following duties. Provide a high level of on-going support to the Chief Executive Officer/Ecclesiastical Superior. Manage Free Sacred Trinity Church’s administrative staff to deliver uncompromising service to visitors, provide on-going administrative and clerical support to the Chief Executive Officer and other departments throughout the Organization as assigned. Also provide support to the CFO and board members. This is 100% onsite position, no remote work.

ESSENTIAL DUTIES AND RESPONSIBILITES:

• Communicate, adhere to and model the Organization’s Mission, Core Values, Guiding Principles and Disciplines of Surrender.
• Manage Free Sacred Trinity Church’s hourly administrative staff and oversees the performance of daily, weekly and monthly administrative tasks of the Free Sacred Trinity Church’s Administration Office.
• Performs high level support to the Chief Executive Officer.
• Establish and maintain relationships with executives, managers and their teams to foster positive morale and keep abreast of company movement, news, special occasions, recognition and announcements.

LEADERSHIP:

• Ensure all administrative staff models Mission, Core Values, Guiding Principles and Disciplines of Surrender.
• Develop administrative staff to become future leaders and provide growth opportunities with win/win performance agreements.

MANAGERIAL:

• Ensure administrative staff is properly trained and on-going and effective communication to the Chief Executive Officer, Executives and other staff is maintained.
• Manage administrative staff, including hiring, training, scheduling and overseeing staff’s daily activities in compliance with applicable laws and policies and evaluating performance.

CUSTOMER SERVICE:

• Performs customer service duties to the Missions of the Free Sacred Trinity Church.
• Provide accurate information to the Chief Executive Officer, Chief Financial Officer and Board Members, Executives and staff of the Missions of the Free Sacred Trinity Church.

ADMINISTRATIVE:

• Provide diverse and advance support to the Chief Executive Officer
• Monitor tasks delegated by Chief Executive Offer internally and externally to ensure the completed work is achieved to agreed deadlines.
• Make administrative decisions related to scheduling, handles correspondence and serves as liaison – internally and externally, as required.
• Maintains the Global and OHI – San Diego Program Calendars.
• Creates and maintains the Program, Manager on Duty, Greeter, and Missionary weekly schedules to coordinate work flow and meetings.
• Ensure printed documentation is available for Executive Leaders and staff by gathering and preparing all necessary information for meetings. .
• Create PowerPoint presentations using graphs, tables and charts, as necessary.
• Coordinate department and group meetings for the Administration, Operations and Program departments.
• Gather, assemble and analyze information from a variety of sources to prepare reports, manuals, agenda, correspondences and memorandums using appropriate software.
• Coordinate and prepare emails, letters and/or mailings for internal and external communication.
• Within generally defined practices and policies, exercise discretion and judgment regarding highly internal and external confidential communications.
• Ensure that all administrative tasks and correspondence are performed in a timely manner.
• Maintain confidentiality in all aspects of information pertaining to guests, staff and organization.
• Maintain and makes decisions regarding the calendar for Chief Executive Officer to ensure all meetings are scheduled, organized with proper notification provided to participants and meeting notes distributed.
• On occasion, may handle personal matters for Chief Executive officer – freeing his time to focus on church business.
• Conduct research, compile data and prepare presentation to the Chief Executive Officer, staff and Board of Elders.
• Coordinate and arrange board members, staff and contracted consultants’ travel arrangements, meetings, trainings, and conferences; includes coordinating activities/events, hotel arrangements, meals and other support, needs as needed.
• Interact with the organization’s Board of Elders and Board of Directors.
• Attend meetings, as requested, to record, compile, transcribe and distribute meeting minutes.
• Make travel arrangements for staff, Board of Elders, and contracted consultants.
• Manage the Missionary applicant process by screening applications, completing background checks, managing drug testing process, coordinating interviews with the Missionary Panel and processing the good faith deposits.
• Interact with missionaries and contract facilitators.
• Assists in special events, such as fundraising activities and the quarterly meetings.
• Coordinate and maintain building access codes, keys, office maintenance and fire safety.
• Coordinates for storing and retrieval of files for offsite storage.
• Set up Microsoft teams meeting when asked.
• Other duties as assigned.

EDUCATION: 4 years Bachelor Degree preferred.

EXPERIENCE:

• Ten or more years of administrative support.
• Five or more years in a supportive role to senior executive-level management
• Two or more years supervisory experience managing administrative staff.

COMPUTER SKILLS: Advance PC skills to include: Microsoft Excel, Word, Outlook and PowerPoint, Office 365 and Microsoft Team, Adobe with creative presentation creation.

LANGUAGE SKILLS: Excellent oral and written skills with the ability to follow directions.

• Active Listening: Giving full attention to what others are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Oral Comprehension: The ability to listen to and understand information and ideas presented through spoken words and sentences.
• Written Comprehension: The ability to read and understand information and ideas presented in writing. Shall have the ability to read, analyze and interpret documents such as safety rules, operating and maintenance instructions and policy and procedure manuals. Communicating effectively in writing as appropriate for the needs of the audience.
• Reading Comprehension: Knowledge of the structure and content of the English language, including the meaning and spelling of words, rues of composition and grammar.
• Written Expression: The ability to communicate information and ideas in writing so others will understand. Shall have the ability to write routine memos and correspondence. Ability to speak effectively before employees of organization.
• Oral Expression: The ability to communicate information and ideas in speaking so others will understand. Speaking to others to convey information effectively.
• Speech Clarity: The ability to speak clearly so others can understand you.

MATHEMATICAL SKILLS: Ability to accurately add, subtract, multiply and divide in all units using whole numbers and decimals. Have the ability to accurately compute ratio, percent and to draw and interpret bar graphs.

REASONING ABILITY: Must posses the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Has knowledge of principles and processes for providing customer service. This includes customer needs assessment, meeting quality standards of services and evaluation of customer satisfaction.

BEHAVIORIAL SKILLS: Organized, dependable, accurate and attention to detail. Must have the ability to multi-task and meet deadline. Must be able to work in a fast paced environment with minimal supervision and be able to manage a team and create a positive working environment. Must be capable to maintain confidentiality and be compassionate in dealings with people. Has the ability to clearly communicate concise information to executive management, board of elders, board of directors, managers, employees and guests. Individual should be skilled in problem solving and customer service; works with integrity and ethically; upholds the Organizational values. Must provide excellent internal and external customer service and have the ability to learn and model Free Sacred Trinity Church’s Mission, Core Values and Guiding Principles (MVPs). Maintain a professional demeanor and appearance and model appropriate behavior.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle or feel, reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee is often required to stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close, distance, color, and peripheral visions, with the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

100 % On Site position, no remote work.

Daily COVID testing onsite

Job Type: Full-time

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Holidays
• Monday to Friday
• Overtime
• Weekends as needed

Experience:

• Executive administrative support: 5 years (Preferred)

Work Location: In person