GENERAL PURPOSE OF POSITION: The Special Assistant position was created to ensure the GMP/CEO can focus on high-level leadership while the assistant manages critical administrative and governance support of the office. The Special Assistant provides strategic thinking, operational excellence, and trusted relationship with the CEO. Success in this role comes from effectively managing the complexities of the GMP/CEO’s office by using good judgement, independent discretion, and sound decision-making around responsibilities, while communicating effectively with the GMP/CEO and working closely with the Chief of Staff. The assistant serves as a primary point of contact and bridge between the GMP/CEO, staff, Board, and external stakeholders. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES: Strategic Implementation: The Special Assistant is responsible for working alongside the GMP in implementing the strategies of the GMP’s office. - Maintain full knowledge of the GMP’s goals and priorities.
- Align daily and long-term goals and priorities with the GMP’s vision for the office and the organization.
- Identify efficiencies that are needed both technologically and otherwise to ensure that the priorities can be accomplished within deadlines.
Special Projects: - Oversee special projects, track progress, and ensure deadlines are met.
- Provide leadership for logistics and support necessary for GMP initiatives, with attention to details, working collaboratively with internal and external partners.
- Coordinate with the Chief of Staff on special projects and events and act as a project manager to ensure projects and events are completed within the scope and on time.
- Conduct research on specific policies or topics and prepare concise written reports or oral briefings for the GMP, working collaboratively with internal and external stakeholders.
- Understand the outcomes established for all projects, key performance indicators, and desired goals established by the GMP, structuring work for their efficient achievement.
Communications & Media: - Draft and write reports, prepare slides for meetings (including UCCB) and ensure speeches and presentations are prepared, then appropriately curated and archived for future access.
- Coordinate with the Marketing and Communications Team for support around executive messaging to be shared across the life of the church.
- Manage GMP social media channels and content, consistent with the GMP Communications plan.
- Manage all requests for videos and communications from the GMP noting deadlines and process for reminders to the GMP. Coordinate process and track progress for timely delivery of messages, including requesting draft scripts as needed with adequate time for GMP review and meeting deadline.
Calendar & Schedule Management: - Oversee the GMP’s daily schedule and prioritize meetings, resolve conflicts, and ensure calendar bookings are aligned with the GMP’s expectations and organizational priorities.
- Provide succinct information on reason for meetings scheduled to ensure the GMP is effectively prepared.
- Attend to the GMP’s schedule with attention to short- and long- range appointments, protecting the GMP’s schedule, maximizing use of time, and providing for sabbath time.
Operational Support for Meeting Scheduling and Information flow - Schedule regular NMUCC meetings of the Ministry Advisory Council (MAC), General Minister and President Advisory Cabinet (GMPAC), Senior Leadership Team 360 (SLT360), General Minister and President Staff Table, Elected Officers, Mission Planning Council (MPC), Church Building and Loan Table (CBLT) and other meetings related to the supervision and management of the NMUCC based on the schedule established by the GMP/CEO.
- Schedule 1:1 with direct reports to the GMP with attention to time frames and rhythm established for these meetings.
- Schedule regular meetings with the UCCB Chair, General Synod Nominating Committee,
- Work with GMP and/or Chief of Staff to ensure agendas for meetings where the GMP presides are prepared prior to each gathering, with adequate time for inputs and sending to meeting participants.
- Ensure logistics are managed for in-person or virtual gatherings (including reserving conference rooms and/or setting up Zoom or Teams meetings).
- Ensure all relevant materials are available and distributed for meetings.
- Serve as the point of contact for matters requiring GMP’s attention, triage incoming communications, and coordinate with the Chief of Staff as needed.
- Maintain effective relationships with ecumenical partners and conference ministers ensuring that the GMP’s commitments (both internally and externally, e.g., World Council of Churches, Ecumenical meetings, conference meetings and requests ...)
are managed according to expectations. - Attend meetings with the GMP as requested, taking notes and preparing minutes, or identified outcomes or items for follow-up.
UCCB Board Support: - Support the UCCB Recruitment and Outreach Committee with attention to achieving mandate for the committee.
- Perform other duties as assigned for UCCB
Event & Travel Coordination: - Plan and execute the GMP’s travel logistics giving proper attention to time zones and other pertinent details, collaborating with HoMES where necessary.
- Ensure all aspects of travel and logistics related to travel are complete: registration, hotel, air, ground transportation, contact person, etc.
- Be proactive in ensuring the GMP has what is needed for travel including visas, printed itineraries, and meeting details.
- Coordinate security arrangements where events warrant to ensure best practices, and safety and security protocols are followed.Be prepared to handle emergencies or disruptions to travel plans and communicate new plans effectively to ensure GMP’s travel plans are properly fulfilled.
- Coordinate and vet professional car service companies to ensure that safe and secure transportation is arranged for the GMP’s business travel. Ensure professional car services hired are licensed, insured, and bonded.
- Be aware of GMP’s travel preferences and needs when making travel arrangements.
- Perform other duties as assigned.
|