Executive & Organizational Support | - Provides executive-level administrative support to the CEO and other members of Executive Leadership with professionalism, accuracy, discretion, and confidentiality.
- Collaborates with the CEO to advance Immanuel’s strategic initiatives and key performance indicators (KPIs).
- Handles sensitive and confidential information with discretion while consistently meeting deadlines and maintaining a high degree of accuracy and professionalism.
- Supports members of Executive Leadership with organizational administration, including communications, planning, presentation preparation, travel arrangements, and related functions.
- Manages calendars and appointments for members of Executive Leadership and designated staff; proactively resolves conflicts and coordinates complex meetings, conference calls, rooms, and event logistics, including food, gifts, or flowers when appropriate.
- Reads and analyzes incoming emails, memos, and reports to determine their significance and plan their distribution.
- Manages multiple priorities, meets tight deadlines, and remains effective in a fast-paced, high-demand environment.
- Serves as a communication liaison for the CEO and other members of Executive Leadership, ensuring information, issues, and decisions are communicated to appropriate stakeholders in a timely and effective manner.
- Prepares reports and presentations, including research, data summarization and analysis.
- Plans, coordinates, and implements special projects, events, and office celebrations.
- Arranges travel and conference registration for executive leadership, and designated staff as needed.
- Develops and maintains reports in a variety of electronic systems and applications.
- Approves payroll for direct reports of members of Executive Leadership and other designated staff.
- Prepares and codes invoices, executive purchasing-card summaries, and other expense reports for appropriate coding, approval, and payment.
- Serves as a subject matter expert in executive support areas.
- Maintains organized and up-to-date electronic and physical filing systems.
- Opens, sorts, and distributes incoming correspondence including mail, email, and faxes.
- Leads, manages, assists, and/or participates in special projects, workgroups, or programs within the organization.
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Office Administration & Guest Reception | - Acts as a point of contact in the absence of leadership to address certain issues or defer to the appropriate person.
- Collaborates with other departments and cross-functional groups to update processes and create best practices.
- Coordinates onboarding preparations for new hires supporting the CEO and other members of Executive Leadership and provides training on standard and role-specific business processes.
- Answers incoming calls, monitors messages, and welcomes guests and visitors as needed; provides backup telephone coverage when required.
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Mentorship & Special Projects | - Provides project management support to the CEO and other members of Executive Leadership.
- Provides backup support to the Board Liaison.
- Provides mentorship and training to other administrative staff and new team members.
- Creates training materials and standard operating procedures (SOPs) for the administrative team and organization.
- Monitors incoming administrative requests and assigns tasks as needed.
- Assists with questions related to travel, expenses, technology, and other administrative processes.
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