ExecUTIVE Asst. to Chief Operating Officer & Director of Donor Relations

 
 

TITLE: Executive Assistant to COO and DDR (Chief Operating Officer and Director of Donor Relations)
CAMPUS: Central
STAFF LEVEL: Level 2
STATUS: Full Time
CLASSIFICATION: Non-Exempt
REPORTS TO: COO and DDR
PAY RANGE: $25.00 - $29.00/hour

Summary/Objective
The Executive Assistant to the Chief Operating Officer (COO) and Director of Donor Relations (DDR) provides high-level administrative support, with minimal supervision for both Executives.

Supervisory Responsibility
This role does not have a supervisory component.

Responsibilities

  • Oversees day-to-day office operations of the COO.

  • Performs clerical and administrative tasks including drafting letters, memos, reports, and other documents for both COO and DDR.

  • Receives incoming written communication on behalf of COO, reviews contents, determines importance, and summarizes and/or distributes contents to COO. Processes mail for COO and DDR.

  • Manages COO’s calendar and business expenses/receipts.

  • Assists in events planning relevant to the roles of COO and DDR.

  • Organizes meetings including logistics and drafting/distributing correspondence such as agendas and minutes. Attends meetings on behalf of COO and DDR, taking notes and recording minutes.

  • Coordinates ministry-related trips for COO and DDR including, but not limited to travel and transportation, lodging, restaurant reservations, meeting invitations, meeting logistics, and itineraries.

  • Tracks all Organization’s policies, procedures, and processes. Ensures most current versions of policies, procedures, and processes are available and utilized by the organization.

  • Conducts basic research on issues that may influence Organization policies, procedures, and processes. Suggests policies, procedures, and processes that will improve day-to-day operations.

  • Maintains COO’s Executive Handbook, revising as requested and monitoring for inconsistencies or outdated material, advising the COO of the same.

  • Collaborates with relevant ministries/departments to track organization’s compliance with applicable health, building, zoning and safety licensing and certification requirements.

  • Creates Monthly Report for Board Meetings.

  • Provides basic minimal administrative assistance to the Thrift Store Manager.

  • Participates in regular rotation of Welcome Center desk and unexpected vacancy coverage.

  • Other relevant duties as necessary and assigned

Staff Attributes Culture

  • Passionate personal relationship with Jesus

  • Biblical ethics & integrity

  • Passionate personal relationship with Jesus

  • Biblical ethics & Integrity

  • Role competent

  • Stewardship

  • Teamwork minded

  • Adapti-positive

  • Mission focused

  • Self-developer

  • Helpful

Character/Role Competencies

  • Customer service oriented

  • Strong problem-solving skills

  • Strong knowledge of Microsoft Office Suite, Outlook, and Teams

  • Proficient computer skills and ability to use HRIS/timeclock, staff intranet, etc.

  • Working knowledge of CCB to conduct the function of this role (or ability to obtain).

  • Proficient with or the ability to quickly learn the organization’s systems and programs utilized by the ministry. (i.e., PCO, Thread, LEADR, etc.)

  • Detail oriented and strong organizational skills.

  • Ability to follow written and verbal instructions

  • Proficient level written & verbal communication skills.

  • Strong reading comprehension skills.

  • Ability to maintain confidential information.

  • Ability to effectively prioritize and timely execute tasks.

  • Ability to work under pressure and stay calm when things go wrong.

  • Compliant with Life Center’s Policies and Practices, including but not limited to Employee Handbook and Safety Manual.

  • Works well independently and as a team member.

  • Strong interpersonal skills.

  • Takes initiate within defined boundaries.

Education, Experience, Certifications and Licensure

  • Associate degree required; Bachelor degree preferred.

  • Must have 5 years of related experience or equivalent with combined training and experience

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand, walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. A key duty of this job requires the ability to talk and hear. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, and the ability to adjust focus.

Work Environment and Travel

  • This job operates in a professional office and ministry environment.

  • This role routinely interacts with staff, volunteers, and guests.

  • The primary campus location for this role: Central

  • Local travel may be required occasionally for All Staff Meetings.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Hours and Schedule
Full time: 40 hours per week, which includes:

  • Monday – Friday 8:30am – 5:00pm during office hour operations.

  • Requires occasional evening and weekend work pertaining to ministry’s needs and events as scheduled in advance.

  • Requires attending Life Center as your home church.

  • Attendance at the following staff meetings is required for this role: Annual Reset, Annual Meeting, All Staff Trainings, recurring meetings as required, and additional meetings as requested.

Benefits
Full-Time: Medical/Dental/Vision, Life Insurance, AD&D, LTD, 403b opportunity, paid holidays/vacation/sick leave, all consistent with the Life Center Handbook of Policies Practices and Procedures.

Description created/revised 1/10/2024 DS