Executive Assistant

Executive Assistant

Position Summary:

First Liberty's Executive Assistant 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

o Provide comprehensive administrative support to the President, managing competing priority with a high degree of accuracy, professionalism

and confidentiality.

o Anticipate the President's administrative and logistical needs and proactively address issues before they become obstacles.

o Prepare correspondence, meeting materials, briefing documents, reports, presentations, and other executive level materials.

o Track commitments, decisions, action items, deadlines, and follow-up activities to ensure timely completion.

o Maintain accurate contact information, notes, correspondence, and records and ensure important information is readily accessible.

o Serve as a central point of coordination between President and internal department, leadership, board members, and external stakeholders.

o Handle routine matters independently and appropriately escalate matters requiring the President's attention.

o Maintain accurate contact information, notes, correspondence, and appropriate relationship records.

o Coordinate meetings, calls, acknowledgements, correspondence, and follow-up activities on behalf of the President.

o Other duties as assigned

Calendar & Schedule Management

o Manage the President's complex and frequently changing calendar with exceptional attention to detail.

o Coordinate internal and external meetings, donor appointments, client and constituent engagements, speaking engagements, board activities,

and other commitments.

o Evaluate scheduling requests based on organizational priorities and ensure the President's time is allocated effectively.

o Proactively identify scheduling conflicts and recommend solutions.

o Ensure the President is appropriately prepared for meetings by providing agendas, background information, contact details, travel information,

and other relevant materials in advance.

o Maintain sufficient flexibility to respond to last minute schedule changes and urgent priorities.

Travel Planning and Coordination

o Manage a travel intensive schedule, including complex and multi-city itineraries.

o Coordinate air travel, ground transportation, lodging, meeting locations, and other logistical arrangements.

o Prepare detailed itineraries containing confirmation information, contact details, meeting schedules, transportation arrangements, and other

pertinent information.

o Monitor travel plans and proactively manage delays, cancellations, itinerary changes, and other disruptions.

o Coordinate closely with hosts, donors, partners, event organizers, and internal staff to ensure seamless travel and meeting logistics.

o Maintain awareness of applicable travel documentation and requirements for international travel.

Expense & Financial Administration

o Maintain timely, complete, and accurate expense reporting for the President.

o Collect, organize, reconcile, and submit receipts, credit card documentation, travel expenses and related records in accordance with First

Liberty policies.

o Ensure expenses are properly documents, categorized, and submitted within established deadlines.

o Coordinate with Finance & Accounting to resolve discrepancies and maintain accurate records.

Requirements:

o Must agree with and sign First Liberty's Articles of Faith

o Bachelor''s degree preferred; equivalent combination of education, training,a nd relevant executive-level administrative experience considered

o 5+ years progressively responsible administrative experience, including at least 3 years supporting a senior level executive

o Must possess computer skills, with proficiency in Microsoft Office applications

o Excellent written and verbal communication skills with ability to adapt communication style to different audiences

o Ability to maintain confidentiality

o Ability to travel occasionally

Physical Requirements:

o Prolonged periods of sitting while working on a computer, and using standard office equipment

o Ability to sit, stand, walk, bend, reach, and move throughout the office as needed

o Able to lift up to 10 pounds