Senior Executive Administrator

Jobtailor; Dallas, Fort Worth (TX, TX); On-site; USD 85,000 - 110,000; Full time

Job summary

Gather is seeking an experienced Executive Assistant to support a high‑capacity leader within a fast-paced nonprofit environment. The role focuses on calendar management, travel coordination, and project leadership across ministry initiatives.

You will prepare briefing materials, coordinate communications with donors and partners, and drive status reporting. Strong discretion, organizational rigor, and proactive problem-solving are essential for success in this role.

Qualifications

• 5+ years of progressively responsible experience in executive support or project leadership.
• Experience supporting a founder, CEO, or high-capacity public figure.
• Excellent organizational and problem-solving skills with strong attention to detail.
• Strong communication and stakeholder management abilities.
• Ability to navigate confidential information with discretion.
• Comfort working in fast-paced, entrepreneurial environments.
• Alignment with ministry mission and values.

Responsibilities

• Manage executive calendar and travel logistics.
• Coordinate meetings, agendas, and follow-up items.
• Prepare briefing materials and travel packets for engagements.
• Represent the executive to senior leaders, donors, publishers, and partners.
• Oversee project plans, timelines, and status reporting.
• Lead weekly reviews and identify risks and bottlenecks.
• Onboard contractors, vendors, and manage invoices.
• Create SOPs and maintain operational documents.
• Coordinate communications across ministry stakeholders.
• Capture meeting notes and decisions.

Skills

Executive support

Project management

Calendar management

Travel coordination

Stakeholder management

Discretion

Communication

Problem solving

Tools

Project management platforms

Reporting systems

Communication tools

Job description

• Serve as a trusted gatekeeper for the executive’s time, access, attention, and commitments
• Represent the executive to senior leaders, donors, authors, publishers, agents, and ministry partners
• Prepare the executive for consequential conversations
• Manage the executive’s professional calendar
• Coordinate executive travel, including flights, accommodations, transportation, itineraries, and logistics
• Prepare travel packets and briefing materials for speaking engagements, media appearances, board meetings, and ministry events
• Coordinate meeting agendas, presentation materials, and follow-up action items
• Manage incoming requests, speaking opportunities, and partnerships
• Serve as primary project manager across ministry initiatives
• Build and maintain project plans, timelines, and implementation schedules
• Track deliverables, dependencies, and deadlines across teams and partners
• Lead weekly project reviews and status reporting
• Identify risks, bottlenecks, and solutions
• Coordinate communication across Gather’s ministry ecosystem and stakeholders
• Oversee podcast production and publishing workflows
• Coordinate timelines and communications with publishers, agents, producers, and contractors
• Support launch execution, campaign logistics, and promotional initiatives
• Manage contractors, freelancers, agencies, and vendors, including onboarding, contracts, timelines, deliverables, invoices, and documentation
• Create and maintain SOPs, workflows, templates, and operational documentation
• Maintain project management platforms, reporting systems, and operational records
• Organize ministry documents and resources
• Support leadership meetings and recurring ministry rhythms
• Capture meeting notes, decisions, and follow-up action items
• Assist with contract routing, expense tracking, reimbursements, and internal communications

Requirements

• 5+ years of progressively responsible experience in executive support, operations, or project leadership
• Demonstrated experience supporting a founder, CEO, or high-capacity public figure
• Exceptional organizational and project management skills with strong attention to detail and follow-through
• Strong communication and stakeholder management abilities
• Comfort interacting with senior leaders, donors, ministry partners, publishers, and other high-capacity stakeholders
• Proven ability to anticipate needs, exercise sound judgment, and solve problems proactively
• High level of discretion and professionalism when handling confidential information
• Self-starter who thrives in fast-paced, entrepreneurial environments
• Calm under pressure, emotionally mature, and able to navigate changing priorities
• Low ego, high ownership, and confidence to exercise appropriate authority without overstepping organizational decision rights
• Thriving personal relationship with Jesus Christ
• Passion for Gather's mission to mobilize the global church

Core Competencies

Demonstrates exceptional organizational and project management skills, with a strong ability to support high-capacity executives and manage complex schedules and communications. Proven experience in stakeholder management, problem-solving, and maintaining confidentiality in a fast-paced environment.

Highest-signal resume keywords

• Executive Support Experience
• Project Management Skills
• Stakeholder Management
• Organizational Skills
• Communication Abilities

Hard Skills

• Project Management
• Calendar Management
• Travel Coordination
• Meeting Coordination
• Logistics Management
• SOP Creation
• Documentation Management
• Risk Identification
• Status Reporting
• Deliverable Tracking

Soft Skills

• Attention to Detail
• Problem-Solving
• Emotional Maturity
• Discretion
• Self-Starter

Industry Keywords

• Executive Leadership
• Nonprofit Management
• Ministry Coordination
• Stakeholder Engagement
• Public Figure Support

Tools & Technologies

• Project Management Platforms
• Reporting Systems
• Communication Tools