Senior Executive Assistant at Harvesters International

POSITION SUMMARY:

• Executive Assistant is responsible for providing comprehensive support to senior pastor and provide high-quality administrative support to the executive team, analyze documents, prepare research reports, and occasionally supervise staff members.
• To be successful in this role, the executive assistant should be well-organized, have great time management skills and be able to act without guidance

Key Result/ Responsibility Areas and Job Description

Administration Support and Coordination

• Manage the Senior Pastor’s calendar for appointments, meetings, and travel.
• Provide administrative support to the Senior Pastor (including correspondence, reports, files, etc.)
• Coordinate and organize daily office activities and operations and direct the workflow within the Senior Pastor’s office, as appropriate to minimize the demands on the Senior Pastor.
• Provide support to the Senior Pastor in the work of assigned committees of the Church Council. Provide support to the Senior Pastor in preparation of worship materials for weekly services and special events.
• Provide hospitality support, arrange meals, accommodations, and logistics for meetings, events, guests, and programs hosted by the Senior Pastor.
• Maintain the daily and long-term schedule of activities for the Pastor’s office, including calendar, travel schedule, accommodations and conferences, and provide back-up materials, special arrangements and transportation related to these activities.
• Attend Church meetings and take minutes as required.
• Help increase Senior Pastor’s productivity by 20% by taking on assignments and projects.

Monitoring

• Monitor and reconcile expenses directly related to the Pastor’s budget. Process invoices, expense reports, and other documents for payment.
• Responsible for credit card: ensure transactions comply with the policies and reconcile monthly statement.
• Monitor the activities of the Pastor’s reporting staff, including deadlines, leave, travel and
• Ensure consistent customer service delivery in a collaborative and solutions-based capacity to all levels of staff and volunteers.
• follow up on tasks, review to ensure completeness within stipulated time frame

Office Communication

• Writes clear, concise correspondence.
• Proofreads all material for errors, omission, and consistency.
• Adept at delivering difficult messages in a tactful manner.
• Office Communication:
• Writes clear, concise correspondence.
• Proofreads all material for errors, omission, and consistency.
• Adept at delivering difficult messages in a tactful manner.
• Teamwork and Collaboration:
• Networks across the organization.
• Willing to teach team members processes or how to use technologies.
• Applies emotional intelligence by facilitating situations for a positive outcome.

Teamwork and Collaboration

• Networks across the organization.
• Willing to teach team members processes or how to use technologies.
• Applies emotional intelligence by facilitating situations for a positive outcome.

Project Administration and Coordination

• Maintain the overall work plan and project plans, tracking key tasks, critical path and budgets.
• Assist with preparing assessment documentation, receiving and processing proposals and reports for the Church as required.
• Takes initiative for new and special projects, as requested
• Completes projects by following up on results and collating reports from relevant church leaders, workers and other volunteers

Reporting/Analytics

• Check through reports for accuracy, completeness and highlight areas of focus and trends analysis
• Prepares reports by collecting and analyzing information
• Reports directly to the Senior Pastor.

General Services

• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain office supplies inventory and ensure availability of tools required for the Senior Pastor’s office
• Oversee the activities of the Secretary and implement office management initiatives that promotes an effective working environment e.g. guest management, appointments, etc
• Perform any other duty that may be assigned from time to time by the Senior Pastor

Competency and Skill Requirement

Academic Qualification and Work Experience

Personal Skills

• Bachelor’s degree
• Additional professional qualifications will be an added advantage.
• Minimum of 3 - 7 years of experience in administrative support functions.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms.
• A clear testimony of faith and a vital, personal, and growing relationship with Christian beliefs evidenced by attitude and behavior.
• Ability to create new ideas, relationships, or systems including creative contributions.
• Must possess very strong interpersonal skills and the ability to build relationships with key stakeholders.
• Must have strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail.
• Embrace and adapt to growth, change, innovation and creativity.
• Use appropriate judgment in the areas of discretion, sensitivity and leadership.
• Ability to create positive working relationships with a diverse group of people and volunteers including gender, ethnicity, age, sexual orientation, culture and skill level differences.
• Strong work ethic and commitment to excellence.
• Maintain cooperative, healthy, and motivating relationships with leadership team, colleagues and volunteers.
• Excellent customer service, interpersonal, verbal and written communication skills.
• Proficiency in Microsoft Office Suite.

CORE COMPETENCIES REQUIRED:

Hospitality:

• Generates a sense of hospitality by his or her very presence; communicates with a sense of warmth, openness and approachability; fosters natural connections between members of the church and with visitors; supports a culture of welcoming and belonging in the life of the church.

Interpersonal Skills:

• Establishes good working relationships with all others who are relevant to the completion of work; works well with people at all levels of the organization; builds appropriate rapport; considers the impact of his/her actions on others; uses diplomacy and tact; is approachable; avoids communication triangles.

Attention to Detail:

• Consistently attends to the many small pieces, which must be assembled into an organization as a whole; follows up on missing or out of balance items; resolves unanswered questions needed to address a problem; keeps the larger picture in mind while tending to the smallest of details.

Aesthetic Awareness:

• Demonstrates a natural awareness about the effective organization of space for different purposes; possesses a natural orientation towards cleanliness and orderliness of space; appreciates the value and need for sacred space and knows how to physically tend to it.

Initiative:

• Enjoys working hard; is action oriented and energetic about worthwhile activities; not fearful of taking calculated risks; seizes opportunities; sets demanding but achievable objectives for self and others.

Integrity and Trust:

• Is seen as trustworthy by others; practices direct, honest and transparent communication; keeps confidence; admits mistakes; doesn’t operate with hidden agendas; responds to situations with constancy and reliability.

Spiritual Maturity:

• Shows strong personal depth and spiritual grounding; demonstrates integrity by walking the talk and responding with constancy of purpose; is seen by others as trustworthy and authentic