Executive Assistant to the Executive Director of Charis Operations

Job DetailsLevel: ExperiencedJob Location: Charis Bible College Colorado - Woodland Park, CO 80863Position Type: Full TimeEducation Level: Some CollegeSalary Range: $4,815.33 - $4,815.33 Salary/monthJob Shift: DayJob Category: Admin - Clerical

Position Purpose:  

The Executive Assistant to the Executive Director of Charis Operations is responsible for managing budgetary, administrative, and supervisory tasks, coordinating projects as needed, and ensuring effective communication across departments on behalf of the Executive Director of Charis Operations.  

Essential Duties:

Provide budgetary support for over thirty budgets extending across Charis Bible College Operations and Enrollment. This includes daily, weekly, and monthly submission and reconciliation for credit card receipts and purchase requests, and comparing actuals to budgeted expenses, ensuring each expense is properly coded for budgetary integrity. 
Coordinate and manage the Executive Director of Charis Operation’s calendar, schedule appointments, arrange meetings, and ensure all necessary materials, resources, and hospitality are available. 
Administrate digital meeting rooms (ZOOM, Teams, etc.) when required and ensure best practices are followed.
Provide comprehensive support in interviewing, assessing, and hiring candidates on behalf of Charis Operations and Enrollment. 
Serve as an extension of the Executive Director of Charis Operations, providing direction to the Operations and Enrollment departments as directed.
Track various project milestones and deliverables, ensuring timely completion and effective communication of progress across key projects.
Create, update, and maintain job descriptions and organizational charts. 
Prepare and edit correspondence, reports, presentations, and other documents as required, ensuring accuracy, clarity, and adherence to Charis Bible College standards.
Conduct research, gather data, and prepare reports or presentations to support decision-making processes and strategic planning.
Handle travel arrangements, including booking flights, accommodations, and ground transportation.
Draft and distribute announcements, memos, and other communications on behalf of the Executive Director of Charis Operations. 
Coordinate meetings, conferences, and events, including logistics, invitations, agendas, refreshments, gathering notes, and distributing action items as needed.
Collaborate with the finance department to process invoices, expense reports, and reimbursements.
Create and monitor subcontractor/vendor contracts and invoicing for competitive pricing, compliance, proof of performance, accuracy, etc. 
Maintain financial records, track expenditures, and generate reports as required (utilizing Martus, Sage Intacct, and Excel).
Assist with staff evaluations, approve and/or consult with department Managers regarding timecards, overtime, work output, and errors or issues for employees.
Handle sensitive and confidential information with the utmost discretion and professionalism.
Uphold ethical standards and maintain a high level of professionalism in all interactions, representing Charis Bible College in a positive manner.  
Other duties as assigned.

Qualifications

Knowledge, Skills, and Abilities:

Must demonstrate a high level of professionalism and discretion.
Must maintain a broad knowledge base of all ministry departments, teams, and projects. 
Proven ability to maintain a high degree of organization and productivity.
Excellent reporting, scheduling, and time management skills.
Strong verbal and written communication skills.
Excellent computer skills and proficiency with Microsoft Office Suite.  
Excellent presentation skills, including the ability to assist/manage AVL needed during presentations or remote meetings.
Ability to professionally handle pressure and conflict.
Ability to handle multiple competing directives, leveraging the skills of other team members to prioritize and accomplish simultaneous objectives.
Ability to lead and participate in a complex, collaborative team environment.
Excellent research skills and the ability to interpret data from various sources. 
Proficiency with Monday.com or similar tools. 

Requirements:

Must have a personal relationship with Jesus Christ.
Must sign the Statement of Faith.
A high school diploma or equivalent education is required.
A bachelor’s degree in the Administration/Business field is strongly preferred.
A Charis Bible College graduate is preferred. 
Computer training and certifications are desirable.
Must pass all required checks.

Experience:

Proven experience as an executive assistant, business administrator, or similar role.
3-5 Years’ experience in an Administrative or Executive Assistant position is preferred. 
2 Years of Customer Service and/or administrative experience is required.
1-3 Years’ experience with Budgets or Financial Statements is required. 
Experience working in Project Managem