Executive Assistant & Project Coordinator

Moody Bible Institute; Chicago (IL); Hybrid; USD 60,000 - 65,000; Full time

Job summary

Moody Bible Institute, a Christ-centered higher education and media ministry, is seeking an Executive Assistant & Project Coordinator to partner with our CMEO. This role combines executive support with program coordination to keep leadership priorities moving forward within Marketing and Enrollment.

You will own the CMEO's calendar, arrange meetings and events, track deliverables, and support department projects and workflows, while serving as a connector across teams and ministry partners.

Qualifications

• Experience in executive-level calendar management.
• Strong organizational and communication skills.
• Ability to coordinate cross-functional projects.

Responsibilities

• Own and proactively manage the CMEO's daily calendar and priorities.
• Coordinate internal and external meetings, agendas, logistics, and follow-up.
• Track commitments, milestones, and key deliverables for leadership.
• Provide administrative and project support to CMEO's reports.
• Serve as a connector across Marketing, Enrollment, and senior leadership.

Job description

Executive Assistant and Project Coordinator

• Location: Hybrid, Chicago, IL
• Employment Type: Full-Time
• Compensation Range: $60,000 65,000
• The compensation above is the estimated hiring range for this position.

Final offers are determined based on a variety of factors including Skills, Experience, Qualifications, Internal Equity, And Other job-related considerations.

Make an Impact Behind the Work That Moves Our Mission Forward

Are you a highly organized, proactive professional who thrives on bringing order to complexity, anticipating what leaders need, and keeping important priorities moving forward?

Moody Bible Institute is seeking an Executive Assistant & Project Coordinator to serve as a trusted partner to our Chief Marketing and Enrollment Officer (CMEO). This is an opportunity for an experienced executive support professional who enjoys working closely with senior leadership while also coordinating projects, strengthening processes, and helping a dynamic department operate at its best.

About Us

Moody Bible Institute is a Christ-centered higher education and media ministry dedicated to equipping people with the truth of God's Word.

Through trusted biblical teaching, media, and educational resources, Moody reaches audiences around the world with the gospel and seeks to make a lasting Kingdom impact.

The Opportunity

Reporting in support of the Chief Marketing and Enrollment Officer, the Executive Assistant & Project Coordinator provides executive, administrative, operational, and project support that enables the CMEO and Marketing and Enrollment leadership team to remain focused on their highest priorities.

You will take ownership of the CMEOs complex calendar and daily priorities, coordinate leadership meetings and events, track key commitments and deliverables, support departmental projects and workflows, and help ensure consistent follow-through across the organization. You will also provide limited administrative and project support to the CMEOs direct reports, including the Director of Enrollment, and serve as an important connector across Marketing, Enrollment, senior leadership, ministry partners, and other stakeholders.

This role is ideal for someone who sees beyond the task in front of them, anticipates what is needed next, exercises excellent judgment, and enjoys creating the structure that allows leaders and teams to succeed.

What Youll Do

Executive Support & Priority Management

• Own and proactively manage the CMEOs daily calendar, strategically balancing priorities, meetings, preparation time, travel, deadlines, and changing business needs.
• Anticipate and resolve scheduling conflicts while helping ensure the CMEOs time remains aligned with organizational and departmental priorities.
• Coordinate business correspondence, inquiries, travel arrangements, expense reporting, and confidential records with professionalism, discretion, and responsiveness.
• Help the CMEO maintain focus and accountability by tracking commitments, approvals, project milestones, performance metrics, quarterly EOS Rocks, and other key deliverables.
• Prepare the CMEO for meetings by coordinating agendas, materials, background information, logistics, and appropriate follow-up.

Meetings, Communication & Leadership Coordination

• Coordinate internal and external meetings, including scheduling, agendas, materials, virtual or in-person logistics, hospitality, minutes when needed, and follow-up on decisions and action items.
• Plan and coordinate department-wide meetings, leadership offsites, and other key events, including communications, logistics, materials, and budgets.
• Serve as a member of the Marketing and Enrollment leadership team, supporting meeting rhythms, communication, coordination, and follow-through.
• Serve as an integrator for EOS Level 10 (L10) meetings, helping maintain structure, accountability, and visibility to priorities.
• Represent the CMEO or Marketing and Enrollment department in meetings when requested.

Project & Department Operations

Coordinate select Marketing and Enrollment projects, helping organize timelines, stakeholders, deliverables, communication, and follow-through.

Provide limited administrative and project support to the CMEOs direct reports, including the Director of Enrollment, related to leadership meetings, priority projects, scheduling, document preparation, and shared departmental initiatives.

Manage administrative workflows involving contracts, invoices, purchase requests, document routing, and legal or leadership approvals.

Serve as a subject-matter expert for designated workflow and administrative platforms.

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