Administrative Assistant IV (President's Office)

PRIMARY PURPOSE

The Administrative Assistant IV shall serve and shall fulfill the responsibilities listed below in the spirit of The Navigators calling, values and purpose: To advance the Gospel of Jesus and His kingdom into the nations through spiritual generations of laborers living and discipling among the lost.

This position performs a broad range of administrative duties for the U.S. Director’s Office and supports the U.S. President. This is a full-time position.

ESSENTIAL FUNCTIONS

Administration (30%)

• Provide support to the U.S. President, including but not limited to, managing President’s email and other correspondence, schedules, travel and logistics, preparing meeting agendas and materials, maintaining task lists and project management.
• Act as liaison for the U.S. President.
• Provide administrative support for the U.S. Leadership Team (USLT) and Strategy Integration Team as needed.
• Prepare for events, meetings, and calls by managing Zoom and team meetings.
• Maintain files (electronic and paper) for quick and easy access.
• Exercises independent judgment within agreed-upon limits.
• Submit monthly expense reports and assist with annual budget development.

Office Maintenance (25%)

• Arrange for homegoing flowers and sympathy cards on behalf of the U.S. President and USLT.
• Oversee USPO hospitality, including the USLT kitchen (snacks, coffee, beverages, appearance).
• Reconcile personal expense reports and maintain office stationery and supplies.
• Work with facilities to maintain a neat, clean, and professional work environment in the USLT row.
• Manage USLT row printer maintenance, troubleshooting, and ordering supplies.

Event Management (15%)

• Coordinate, schedule, and host events on behalf of the USPO, such as HQ staff appreciation gatherings, department get-togethers, community luncheons, and National Staff Gathering on-site support.
• Recruit and manage volunteer help for events.
• Assist the U.S. President’s spouse in scheduling, planning, and hosting events for the USLT, including Executive Team Gatherings, community celebrations, and Summer Fun Fest.

Communications Support (10%)

• Develop and produce support materials, including handouts, presentations, and research documentation for executive briefs.
• Schedule, manage, coordinate, and support video shoots for the U.S. President.
• Assist in drafting/editing the U.S. President’s internal and external communications (e.g., Monthly Prayer emails, Campbell’s Corner, NavWeekly, Disciple! Articles, LinkedIn posts).

Donor Relations Management (10%)

• Add updates to the Partner Essentials database and assist in the developing donor newsletters throughout the year.
• Collect and compile reports for thank you notes and mailings.
• Coordinate and manage physical and digital mailings.

Additional Responsibilities (10%)

• Assist with U.S. President’s spouse with travel plans as needed.
• Exercise complete discretion with confidential information and independent judgment with respect to matters of significance.
• Provide support for special projects and events as assigned.
• Conduct research as requested.
• Promote a professional office atmosphere.
• Participate in Navigators’ on-site learning and development events, Cultural Development and Diversity trainings, or other non-Navigator developmental events as appropriate.
• Participate in annual processes, such as the organizational Plan and Progress Review (PPR), Engagement Survey, Reaffirmation of the Navigators Code of Conduct, Calling-Core Values-Vision, Statement of Faith, Driver’s Authorization, and other releases as required.
• Submit time worked on a weekly basis through the Workday Time Tracking system.
• Other job-related duties as assigned.

CORE COMPETENCIES

• Organized
• Analytical
• Detail-oriented
• Collaborative
• Positive, courteous, professional demeanor

MINIMUM AND PREFERRED QUALIFICATIONS

Spiritual: Belief in and adherence to the Statement of Faith and Mission of The Navigators.

Experience: At least five years of administrative experience, preferably at a Director or Executive level.

Technical Knowledge & Skills: Microsoft Office proficiency. Minimum typing skill of 50-60 wpm. Intermediate to advanced computer skills. Project management skills. Experience in C-Suite hospitality preferred. Experience with Zoom, Canva, and MailChimp preferred.

Communication & Leadership: Excellent i