Executive Assistant

Description

Position Summary:

First Liberty’s Executive Assistant to the President serves as a trusted partner to the President, ensuring that schedules, travel, communications, relationships, expenses and administrative priorities are managed with excellence. 

Responsibilities:

Executive & Administrative Support

• Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism and confidentiality.
• Anticipate the President’s administrative and logistical needs and proactively address issues before they become obstacles.
• Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials.
• Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion.
• Maintain accurate contact information, notes, correspondence, and records and ensure important information is readily accessible.
• Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders.
• Handle routine matters independently and appropriately escalate matters requiring the President’s attention.
• Maintain accurate contact information, notes, correspondence, and appropriate relationship records.
• Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President.
• Other duties as assigned

Calendar & Schedule Management

• Manage the President’s complex and frequently changing calendar with exceptional attention to detail.
• Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities, and other commitments.
• Evaluate scheduling requests based on organizational priorities and ensure the President’s time is allocated effectively.
• Proactively identify scheduling conflicts and recommend solutions.
• Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information, and other relevant materials in advance.
• Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities. 

Travel Planning and Coordination

• Manage a travel intensive schedule, including complex and multi-city itineraries.
• Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements.
• Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other pertinent information.
• Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions.
• Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics.
• Maintain awareness of applicable travel documentation and requirements for international travel.

Expense & Financial Administration

• Maintain timely, complete, and accurate expense reporting for the President.
• Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First Liberty policies.
• Ensure expenses are properly documents, categorized, and submitted within established deadlines.
• Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records.

 

Requirement

Requirements:

• Must agree with and sign First Liberty’s Articles of Faith
• Bachelor’s degree preferred; equivalent combination of education, training, and relevant executive-level administrative experience will be considered
• 5-7 years of progressively responsible administrative experience, including at least 3 years supporting a senior executive
• Must possess computer skills, with proficiency in Microsoft Office applications
• Excellent written and verbal communication skills with ability to adapt communication style to different audiences
• Ability to maintain confidentiality
• Ability to travel occasionally

Physical Requirements:

• Prolonged periods of sitting while working on a computer, and using standard office equipment
• Ability to sit, stand, walk, bend, reach, and move throughout the office as needed
• Able to lift up to 10 pounds