Executive Admin Assistant to Chief Program Officer & World Relief Officer

International Ministries; King of Prussia (PA); On-site; USD 70,000 - 100,000; Full time

Job summary

International Ministries is seeking an Executive Administrative Assistant to the Chief Program Officer and World Relief Officer. The role requires independent, detail-oriented support, coordinating calendars, travels, and board materials while collaborating with the Finance team and GMT for efficient processes.

Ideal candidates have 5+ years in executive-level admin roles within nonprofits, strong communication, and organizational skills, and a passion for cross-cultural mission work.

Qualifications

• Bachelor’s degree in a related field or equivalent work experience.
• Minimum five years of administrative support experience, preferably at the executive level.
• Experience organizing multiple priorities across teams and preparing reports.
• Experience in nonprofit or faith-based settings is a plus.

Responsibilities

• Provide executive support to the Chief Program Officer and World Relief Officer.
• Manage calendars, travel arrangements, and meeting logistics.
• Prepare reports, minutes, and board materials as needed.
• Coordinate records, MOUs, agreements, and committee materials.
• Support GMT and OGHS programs with administrative tasks and correspondence.
• Communicate effectively across departments and with external partners.

Skills

Verbal and written communication

Leadership

Interpersonal skills

Organizational skills

Education

Bachelor's degree in a related field or equivalent work experience

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)

Project Management Software

Database knowledge

Job description

International Ministries (IM) has been dedicated to cross-cultural ministry for over 211 years as the American Baptist Foreign Mission Society. Our mission is to empower individuals and communities globally through education, health, and restoration. We are committed to fostering a diverse and inclusive work environment that supports the well-being of our employees and partners.

The Executive Administrative Assistant to the Chief Program Officer (CPO) and World Relief Officer (WRO) is responsible for performing administrative-related duties on a professional level and working closely with the Chief Program Officer (CPO) and World Relief Officer (WRO). This position requires an independent, detail-oriented, and creative individual who exercises good judgment in a variety of situations with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities while enhancing the executives’ effectiveness by providing management support, collaboration, and efficient processes for the entire Global Mission Team in coordination with the Finance team. This person should be enthusiastic about supporting the Christian mission and have a desire to contribute in a nonprofit setting with cross-cultural sensitivity, respect, and understanding of diverse cultures.

Responsibilities

Executive Leadership Support

• Completing a broad variety of administrative tasks for the Chief Program Officer, but not limited to: composing and preparing correspondence, arranging travel plans, itineraries and agendas, and compiling and organizing documents for meetings or other purposes.
• Researching, prioritizing and following up on incoming communications and concerns addressed to the Chief Program Officer, including those of a sensitive or confidential nature. Determining appropriate course of action, referral and/or response.
• Working closely and effectively with the Chief Program Officer to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizing conflicting needs; handling matters expeditiously, proactively, and following through on projects to successful completion, often with deadline pressures.
• Assisting the Chief Program Officer in preparation of reports and materials for meetings of the Board of Directors and staffing the Mission Program and Personnel Committee of the Board of Directors.
• Providing administrative support to the World Relief Committee and One Great Hour of Sharing (OGHS) Programs. This includes ensuring efficient maintenance of committee records, preparing materials for meetings, processing payment memos for emergency grants, development projects, office administration and fees, and assisting with the distribution of the annual offering materials or OGHS.
• Supports the Leadership Development Grant Program (LDGP) by supporting the WRO as the point of contact for LDGP funds.

Global Mission Team (GMT) Support

• Coordinating meetings of the Global Mission Team. This includes scheduling, preparation of agendas, recording of actions voted on, and minutes.
• Ensuring that GMT actions related to personnel and partners are properly documented. This includes securing signatures on agreements and MOUs; maintaining electronic files of agreements, MOUs, and reports; and keeping current lists of global personnel and partners with particular attention to expiration and renewal dates of agreements and MOUs.
• Assisting in the development and implementation of standard best practices for record retention (agreements, MOUs, reports) across all IM program areas.
• Supporting IM’s participation in the American Baptist Foundation’s Palmer Grant Program by coordinating the implementation and application review process, assisting area desks in the preparation and submission of applications, and filing of reports for general IM records.
• Facilitating submission and processing of applications for grants as well as reports from recipients of grants from the Lipphard Fund for Medical Mission and the Boville Murray Vacation Bible School Fund.
• Coordinating submission and review of project applications, set up of projects by the finance and marcom teams, and review of expiring projects for closure or renewal.
• Providing administrative support to the World Relief Committee and One Great Hour of Sharing (OGHS) Programs. This includes ensuring effective maintenance of committee records, preparing materials for meetings, processing payment memos for emergency grants, development projects, office administration and fees, and assisting with the distribution of the annual offering materials for OGHS.
• Supporting the Leadership Development Grant Program (LDGP) by coordinating applications, votes for approval, distribution of funds for the scholarship recipient, ongoing communication with the student, and tracking of the availability and use of all LDGP funds.
• Coordinating the historical archiving of records of IM personnel and programs, including the sending of appropriate records to archives at the American Baptist Historical Society.

Board Support

• Attend Board meetings as administrative support to the CPO, which includes providing minutes and meeting scheduling for the Board’s Mission Program and Personnel Committee (MPPC).
• Assist the Board Recording Secretary and CPO in board meeting setup with invitations, document records, and other meeting logistics.
• Assist the CPO and WRO with administrative support, scheduling, document records, and meeting notes for any committees of the board they participate.

Qualifications and Experience

Education, License, Certification

• Bachelor’s degree in a related field or equivalent work experience

Experience (job-related)

• Minimum five years of administrative support, preferably at the executive level, non-profit or ministry focused
• Managing an executive’s schedule and communications
• Organizing or scheduling multiple priorities across different teams
• Building reports, spreadsheets, drafting, and merging letters
• Working in a non-profit and/or faith-based organization, a plus.

Knowledge, Skills, and Abilities (KSA)

• High-level proficiency in Microsoft applications (Word, Excel, PowerPoint, Outlook, Teams), Project Management Software tools, Database user.
• Excellent verbal and written communication, leadership, and interpersonal skills with the ability to present information concisely and effectively.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment, as a highly resourceful team player with the ability to function independently when necessary.
• Good working knowledge of operating office equipment: scanners, copiers, collators, folders, etc.
• Understanding of International Ministries' mission and knowledge of constituents and the importance of relationships.
• Ability to travel domestically and possibly internationally when appropriate.