The purpose of the Executive Assistant position is to come alongside the Senior Executive Assistant in managing the daily tasks of the office to ensure all operations are executed accurately, efficiently, and with professionalism in the areas of correspondence, itinerary and travel planning, financial activities, reporting, and assisting with scheduling. The position requires living near Woodland Park, CO, with daily onsite work. Occasional evening and weekend hours may be required. The Administrative Assistant’s responsibilities vary based on organizational needs and include ensuring tasks and projects are completed efficiently, confidentially, accurately, and positively.
Essential Duties:
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Assist colleagues with shared duties.
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Respond to emails, phone calls, and correspondence.
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Assist the Senior Executive Assistant with email, scheduling, and Outlook Calendar organization.
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Schedule Charis classes each term, enter into Outlook Calendar, and maintain schedule.
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Help to maintain, organize, and assist with scheduling and deadlines for all filming and product development needs.
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Prepare and send meeting notes and agendas as needed.
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Create event itineraries, book flights, car rentals, and hotels, along with other travel arrangements and scheduling.
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Assist with the annual budget creation and submission.
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Execute necessary direction and assist with follow-up items for the EVPs' onsite events as visionaries.
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Maintain and organize files, both electronic and hard copy.
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Write and update policy, procedures, and processes accordingly for all tasks.
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Write invitations and send to special guest speakers, staff emails, and other communication as assigned.
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Oversee special video requests, scheduling, recording, and delivery.
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Assist with updating the EVP’s calendars for the upcoming year’s event and travel schedule.
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Assist with speaking engagement invitations, communication, and scheduling.
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Post church meetings, livestreams, international events, and speaking engagements on SharePoint.
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Assist with scheduling topline meetings and bi-weekly executive meetings.
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Maintain and distribute accounting reports and files.
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Maintain the Charis cell phone account, billing, and general account management.
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Liaise with other departments, including AWM, GTN, Charis Academics, World Outreach, and ARMI regarding executive office requests.
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Other duties and special projects as assigned.
