Executive Assistant OOP

The Executive Assistant - OOP position exists to provide administrative assistance and to perform highly diversified tasks requiring comprehensive knowledge of Focus on the Family policies and procedures in support of the Presidents Office; performs marketing and major donor related functions for the Presidents Circle; relieves supervisor of a wide variety of involved/complex administrative duties by specific or general authorization; utilizes a broad knowledge of the functions and general operating methods and policies of supervisors organization and the ministry with minimal supervision; plans/arranges own work using a wide range of procedures; assumes responsibility for general decisions; analyzes problems recommends solutions and follows through until resolved; refers only specific unusual problems to Duties/Responsibilities:Administrative:Serves President Chief of Staff and Vice President of Presidential Relations in all administrative aspects directly for the Chief of Staff and the Vice President and as back-up for the President/CEOMaintains Chief of Staffs and Vice Presidents office calendar; serves as back-up for Presidents calendar and arranges meetings with employees and constituency; establishes priorities for appointments and makes travel arrangements both domestically and internationallyManages all travel for Chief of Staff (and occasionally President and his family for ministry events including researching flights and hotels and cars booking the preceding. Collects receipts and handles Concur expense reporting for Chief of Staff and Vice President verifying that each executives reimbursement is accurate often working with Accounting to clear up discrepancies Reviews the details of the Presidents travel itineraries and corresponding calendar that have been prepared by Presidents executive assistant for accuracy with information obtained by Presidents executive assistantCreates companion travel itineraries for Chief of Staff as well as solo itineraries when COS is traveling aloneIs available occasionally to Presidents office personnel after hours as needed and on weekends for travel mishaps and changesOrganizes corporate travel card for both Chief of Staff and Vice President as well as corporate P-Card for Chief of Staffs direct reporting groupArranges either quarterly or per-trimester Q&A meetings with large group of employees on behalf of President as well as quarterly new-employee Q&ADocuments notes from weekly C-Team meetings if needed and trimester Board meetings into action item table and updates upon directionScreens incoming mail both internal and external; answers or refers to other managers for appropriate distribution of those letters not requiring supervisors personal handling; alerts supervisor of mail which requires immediate actionPrepares monthly resource mailings to Board members on behalf of PresidentCompiles and analyzes requested information; drafts replies and/or transcribes correspondence for signaturePlaces receives screens and refers telephone calls on behalf of Chief of Staff and Vice President and as back-up for President to appropriate personnel both internal and external Regularly interfaces with other departments and agencies outside the ministry to exchange information answer inquiries act on problems and secure cooperation or approval on action to be taken; follows up to ensure that response has been adequateChecks prepares corrects and/or summarizes reports records and correspondence; creates spreadsheets and PowerPoint presentationsServes as a liaison between supervisor (as well as President and Vice President) and others including Board members both on phone and in writing; follows up to ensure a timely response to projects and assignmentsOversees special projects involving in-depth familiarity with ministry background and policy spanning more than one functional area or operating division: searches manuals files and records for relevant background informationInitiates and organizes data for reports and presentations for supervisors review; responsible for preparation of presentations reports charts and graphs to be presented to any level of managementIndependently answers administrative/procedural questions relating to policy and procedure for other ministry personnel and outside callers utilizing a comprehensive knowledge of the functions operating methods and practices of the organizationCoordinates and assists with projects event planning data entry reporting research product purchases and measurements resulting in enhanced friendships with constituents through authentic encouragement provides resources for their ministry needs and coordinates relationships with two main groups of constituents: current and Vice President with planning and executing boutique events in connection with Family Advancement including high level meal Vice President caseload communication constituent accounts and overall caseload database Responds to complaints and problems of employees/constituency who have contacted supervisors office by recording complaints and using own judgment to answer general questions; refers specific problems to supervisor or to relevant areaConsults with Events Department for OOP functionsOther Duties/Responsibilities:Overall back-up to President in concert with Presidents Executive AssistantDisplays the ability to safeguard the ministrys integrity when handling confidential informationMay provide administrative support to other departments in specified C-level structurePerforms other duties as assigned which may include duties of lower-level job gradesManagerial Breadth/Scope of Job:Self-management and coordination with Events Dept. staff as neededWorking Environment/Physical Requirements:Professional office environment more so than rest of the ministryDynamic work environment that can be stressfulJOB QUALIFICATIONS/REQUIREMENTSCharacter/Spiritual:Exemplifies Ephesians 5:1-2: Therefore be imitators of God as dear children and walk in love as Christ also has loved us and given Himself for the Great Commission given by Jesus Christ in Matthew 28:19-20: Go therefore and make disciples of all the nations baptizing them in the name of the Father and of the Son and of the Holy Spirit teaching them to observe all things that I have commanded you; and lo I am with you always even to the end of the a consistent witness for Jesus Christ; maintains a courteous Christ-like attitude in dealing with people within and outside of Focus; adheres to theStandard of Moral ConductandStatement of Faith; upholds Focus on the Familys ministry in prayerPrays personally for Focus on the Familys staff and constituents and may occasionally lead in a public prayerEngages in Christian ministryDemonstrates behaviors aligned withFOF core valuesPersonal Characteristics:Pleasant and friendly demeanor ability to be flexible and handle stressful situations not overly talkative ability to focus on task at handKnowledge/Experience:Specialized training/education equivalent to three years of college5-7 years of directly-related experienceSkills Abilities and Special Talents/Gifts:Maintains the utmost confidentiality (externality and internally) on matters relating to the Office of the PresidentAbility to communicate effectively (oral and written) especially when directing other personnel; frequently interfaces with individuals in executive positions; complete discretion courtesy and tact required when dealing with individuals on telephone and in personExcellent organizational and time management skillsExcellent listening skills and exhibit the ability to understand what others are communicatingDetailed and task oriented with good analytical skills to extract verify and draw conclusions from dataAbility to establish and maintain rapport with various levels of staff across the ministry; (contacts will extend to the Office of the President)Ability to respond appropriately to employees constituency and executive management especially during high-pressure situationsAbility to work in a dynamic environment and to adjust priorities accordinglyGood mathematical and analytical skills to develop and monitor systemsExhibits good leadership capabilities to coordinate administrative workflowVery capable and orientated to handle fine and minute detailProficient in the use of computer hardware and softwareAdvanced knowledge of Microsoft Office (Outlook Word Excel and PowerPoint)Working experience with Salesforce and Workday are a plusKnowledge of US evangelicalism as well as its concepts and key leadersCitizen level knowledge of US. state and local governmental leadersStewardship Requirements: Handles minor budget issuesPay Range: $27.79 to $32.93Application Materials Required: Cover Letter Resume/CV*Colorado Residents: In any materials you submit you may redact or remove any age-identifying information such as age date of birth or dates of school attendance or graduation. You will not be penalized for redacting or removing this Materials Instructions: Please identify the job specific minimum qualifications you possess in your cover letter and be sure your resume includes any and all relevant experience to be accurately assessed against the qualifications listed in the posting. To apply please submit the following application materials to this posting. 1. A current resume. 2. A cover letter that specifically addresses the job requirements and outlines on the Family puts a high value on our team members and offers a unique benefit scheduled for 20 hours or more per week are eligible for:Norton LifeLock ID Theft CoverageLegal Shield/ID Shield CoverageAFLAC403B Retirement PlanVacation Time & Vacation PayoutSick TimeHolidaysService AwardsCommunity Service DaysBookstore DiscountFitness CenterEmployees scheduled for 30 hours or more per week are eligible for all the above and:Medical PlanDental PlanVision PlanLife InsuranceDisability InsuranceFlexible Spending AccountsEAP (Employee Assistance Program)Tuition ReimbursementWarehouse Membership ReimbursementNote: This is a summary and should not be construed as future promises to continue to provide benefits as outlined above. For complete and definitive language refer to the governing plan documents.*Temporary employees are not eligible for benefits except for:Sick TimeBookstore DiscountFitness CenterTentative Search Timeline:Priority will be given to applications submitted by November 9 2026. However this posting will remain open until potential employee start date is December 7 2026Posting date: October 9 2026Un-posting date: ongoing until filledPosting contact email: