Senior Executive Assistant

Guidelines International Ministries; Mission Viejo (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

An established industry player is seeking a Senior Executive Assistant to provide high-level administrative support to the President/CEO. This role is crucial for ensuring smooth executive operations and facilitating development efforts within the organization. The ideal candidate will possess exceptional organizational skills, emotional intelligence, and a proactive approach to multitasking. Join a passionate team dedicated to spreading hope through various media platforms, and contribute to a mission-driven environment that values collaboration and personal growth.

Benefits

Medical Insurance

Paid Holidays

Paid Time Off (PTO)

Sick Leave

403(b) Retirement Plan

401(k)

Qualifications

• 5+ years of executive administrative experience supporting senior executives.
• Strong organizational skills and attention to detail.

Responsibilities

• Manage the President/CEO's schedule and administrative tasks.
• Coordinate travel arrangements and prepare meeting materials.

Skills

Organizational Skills

Emotional Intelligence

Multitasking Ability

Self-Starter

Communication Skills

Education

Bachelor's degree in business administration

Tools

Microsoft Office (Word, Excel, PowerPoint)

CRM Systems

Slack

Job description

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Guidelines International Ministries provided pay range

This range is provided by Guidelines International Ministries. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$70,000.00/yr - $90,000.00/yr

Overview:

Guidelines is a Christian media organization that creates biblical, short and practical messages of hope that sound natural to the listener. Messages are broadcast via a variety of media including terrestrial radio, shortwave, podcasts, and video. They encourage, equip, and bring hope in Jesus to the unreached, new believers and those living under persecution worldwide. A passion for Jesus and the vision to bring glory to God from all nations has always been front and center at Guidelines. We recruit team members who are passionate about both, encouraging the team to pursue God in both their personal lives and work. Recognizing the spiritual nature of the work, the staff seeks to grow together in a variety of intentional ways including formal and informal daily prayer. Guidelines’ Christ-centered culture fosters collaboration, loyalty, staff longevity, and deep job satisfaction.

Job Summary:

The Senior Executive Assistant provides high-level administrative support to the President/CEO of our organization, with additional responsibilities in supporting development activities and general ministry-wide tasks. This role requires a proactive, detail-oriented professional with exceptional organizational skills, strength in Word, Excel, and PowerPoint, and the ability to multitask effectively. The Senior Executive Assistant will ensure the smooth functioning of executive operations, facilitate development efforts, and contribute to the overall efficiency of the ministry.

Desired Characteristics:

• Emotional Intelligence:Mature and composed with excellent stress management and interpersonal skills.
• Energetic:Enthusiastic and proactive in handling tasks and responsibilities.
• Flexible:Ability to multitask and adjust priorities in a fast-paced environment.
• Self-Starting:Anticipates needs, works independently, and solves problems with professionalism and discretion.
• Organizational:Highly detail-oriented and skilled at keeping both personal and team tasks organized.
• In-Office Commitment:Willingness to work in the office five days a week.

If you are a highly motivated individual with a strong organizational background and a passion for supporting leadership, we encourage you to apply.

Duties and Responsibilities:

Executive Support

• Schedule Management:Align the President/CEO’s schedule with strategic priorities, ensuring time for thinking, planning, and staff care. Maintain an overview of upcoming tasks and prepare the President/CEO with a daily docket.
• Administrative Tasks:Draft and edit correspondence, run, analyze and prepare reports, meeting minutes, speaking notes, PowerPoint presentations, and other documents with a high level of professionalism.
• Task Management:Use the organization’s workflow management system to track and manage the President/CEO’s tasks.
• Communication:Handle email communications and other correspondence on behalf of the President/CEO, ensuring messages align with the President’s voice.
• Meeting and Event Planning:Organize meetings and events, including scheduling, agenda preparation, note-taking, task tracking, and catering arrangements.
• Travel Coordination:Arrange complex domestic and international travel itineraries, including flights, hotels, transportation, and detailed meeting schedules.
• Gift Preparation:Anticipate and prepare appropriate gifts for donors, ministry partners, and board members.
• Representation:Act as the President/CEO’s representative, greeting guests and managing inquiries professionally.

Development Support

• CRM Management:Utilize CRM systems for donation processing, receipting, and running donor reports.
• Donor Communication:Send thank you notes and communicate with donors via email or phone.
• Event Assistance:Support the planning and execution of fundraising events.
• Prayer Contact:Aggregate prayer requests, update the Prayer List, maintain Prayer Team records, and draft monthly Prayer Team emails.

General Ministry-Wide Tasks

• Office Duties:Answer in bound phone calls, process incoming and outgoing mail, manage office supplies, and handle general office correspondence.
• Board Support:Prepare materials such as presentation decks, assist with venue and catering arrangements, and follow up on action items for board meetings.
• Travel Arrangements:Make domestic and international travel arrangements for staff including flights, lodging, transfers, etc.
• Other duties as assigned.

Required Skills/Abilities

• Strong personal commitmentto Christ and Guidelines Purpose, Mission Statement, and Statement of Faith, with no personal or professional conflicts with the Christian values of Guidelines.
• Emotional Intelligence:Demonstrate composure, stress management, and effective rapport-building.
• Multitasking Ability:Manage multiple tasks and prioritize effectively in a dynamic environment.
• Self-Starter:Anticipate needs, work independently, think critically, and provide professional, confidential solutions.
• Organizational Skills:Exhibit strong attention to detail and keep others organized.
• Fund-Raising Experience:Experience with CRM systems and donor communication preferred.
• Travel Coordination:Demonstrated experience in arranging complex travel itineraries.
• Tech/Software Proficiency:Advanced skills in Microsoft Office (Word, Outlook, Excel, PowerPoint, SharePoint), Slack, workflow systems, CRM and a willingness to learn new software. Ability to pull, track, and analyze data.

Education and Experience

• Education:Bachelor’s degree in business administration, communications, or a related field preferred.
• Experience:Minimum of 5 years of executive administrative experience, with a proven track record in supporting senior-level executives and managing complex administrative tasks.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

Salary/Hours/Benefits:

• Full-time salaried (40 hours a week)
• Salary range: $70k – 90k (depending on qualifications)
• Guidelines offers competitive benefits and compensation packages to Guidelines employees, including but not limited to medical insurance, paid holidays, paid time off (PTO), sick leave and a 403(b)-retirement plan.
• 401(k)
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Broadcast Media Production and Distribution

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