Executive Office Administrative Assistant

Essential HR; United States; Remote; USD 10,000 - 60,000; Full time

Job summary

An established industry player is seeking an Executive Office Administrative Assistant to support the CEO and the Executive Office. This dynamic role involves managing calendars, coordinating travel, and ensuring smooth operations through exceptional organizational skills. The ideal candidate will thrive in a fast-paced environment, demonstrating strong communication and multitasking abilities while supporting a mission-driven organization. If you are proactive, detail-oriented, and passionate about facilitating global missions, this is an opportunity to make a meaningful impact in a collaborative team dedicated to accelerating global mission efforts.

Qualifications

• Proven administrative skills with strong organizational and multitasking abilities.
• Exceptional communication skills and high proficiency in calendar management.

Responsibilities

• Manage the CEO’s calendar and travel itineraries with exceptional attention to detail.
• Provide logistical support for meetings and assist in research relevant to Lausanne's work.

Skills

Administrative Skills

Organizational Skills

Communication Skills

Time Management

Multitasking

Discretion

Tools

Google Drive

Job description

Do you wonder what could happen if all the people stewarding God's global mission made catalytic connections across the regions of the world, generations, and spheres of influence? We do. At the Lausanne Movement, we are passionate about accelerating global mission, and we are looking for an Executive Office Administrative Assistant to the CEO to join our team of change-makers.

Lausanne recruits staff that have a strong active faith in Christ and see that everything they are involved in life is in some way a part of their overall ministry. This includes their “job”, whatever it is. Lausanne staff are parts of a puzzle that have many pieces, of which they are one. Their puzzle piece fits into the whole and it is this way that the Lord uses Lausanne to minister in the world.

Position Summary

The Executive Office Administrative Assistant will provide high-level administrative support to the CEO and, as needed, to the other members of the Executive Office (the Chief of Staff and the Executive Relationships Coordinator). The EA will focus on calendar and travel coordination, email and document organization, administrative logistics for meetings, and detailed executional tasks that ensure the smooth functioning of the Lausanne Executive Office.

This role requires someone with exceptional attention to detail, strong communication skills, discretion, and the ability to execute tasks with efficiency and consistency. The Executive Office Administrative Assistant should be highly organized, proactive, and able to anticipate logistical needs without requiring constant oversight.

Functions and Responsibilities

1. Scheduling & Calendar Management

• Managing the CEO’s calendar, including scheduling meetings, setting up video conference links, and ensuring smooth coordination across time zones.
• Proactively resolving scheduling conflicts and ensuring the CEO is well-prepared for meetings (i.e., he has all necessary documents beforehand and enough time to prepare).
• Coordinating with internal teams and external stakeholders to confirm meetings in a timely and professional manner.

2. Travel & Itinerary Coordination

• While the CEO books his own flights and accommodations, the EA will support by creating and managing comprehensive travel itineraries, in close collaboration with the Executive Relationships Coordinator.
• Ensuring all necessary details (meeting locations, contacts, transport options, etc.) are gathered and presented in a simple and accessible format.
• Serving as a point of contact for the CEO while he is traveling, ensuring he has all necessary information at his fingertips.
• Occasionally traveling with Michael on domestic and international trips, based on organizational needs.

3. Email & Document Management

• Managing secondary inboxes on behalf of the CEO, filtering messages, flagging important emails, and drafting responses as needed.
• Organizing key executive documents and maintaining digital filing systems on Google Drive for easy access.
• Assisting in the preparation of reports and communication materials, ensuring consistency and professionalism.

4. Meeting Support & Logistics

• Providing logistical support for Senior Staff Meetings, Executive Leadership (XL) Meetings, Board Meetings, and donor meetings.
• Handling meeting arrangements, including scheduling, venue coordination, and document distribution.
• Processing meeting recordings and using AI-assisted tools to generate structured meeting summaries.
• Ensuring meeting notes are clear, actionable, and organized for reference by the CEO and the team.

5. Research Assistance

• Conducting background research on people, organizations, or topics relevant to Lausanne’s work.
• Summarizing key findings into accessible reports to assist the CEO in preparation for meetings or decision-making.

6. Supporting the Executive Team

• Working collaboratively with the Chief of Staff and Executive Relationships Coordinator in team calls and periodic in-person meetings to strategize around how to best support the CEO.
• Assisting in the execution of administrative tasks that facilitate the effectiveness of Lausanne’s executive leadership team.

7. Expense Management

• Managing the CEO’s business expense reports, ensuring all receipts and financial documentation are properly recorded.
• Coordinating with the finance team to streamline expense processing, potentially outsourcing aspects of this function.

8. Administrative & Executional Support for the Executive Office

• Assisting with email outreach—sending emails to designated lists, compiling contact information, and tracking responses.
• Handling detail-oriented tasks with consistency in deadlines and high attention to quality.

Position Requirements

Professional

• Proven administrative skills.
• Exceptional organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• High proficiency in calendar management and travel coordination.
• Strong time management skills and flexibility to adapt to changes.

Spiritual

• A follower of Jesus Christ.
• Affirmation of the Lausanne Covenant, the Cape Town Commitment and Lausanne’s Code of Conduct.
• Ability to interact sensitively with people from diverse Christian theological perspectives within the global Body of Christ, under the common commitment of the Lausanne Covenant.
• A personal sense of commitment to the cause of accelerating global mission.