Executive Assistant to the Executive Director of AWM Media and Conferences

Position Purpose:

The Executive Assistant will assist the Executive Director of AWM Media and Conferences with various administrative tasks. This role is vital in ensuring the smooth functioning of the departments, facilitating communication, managing projects, and handling confidential matters with discretion. This includes scheduling meetings, creating and/or formatting documents, managing payroll, accounting tasks, and much more. The ideal candidate will have strong organizational skills, attention to detail, and a heart for Christian ministry.

Essential Duties:

• Schedule meetings on behalf of the Executive Director and act as a gatekeeper for meeting invites.
• Attend meetings with various teams to take notes and provide summaries and action items to the team.
• Read, organize, and respond to emails on behalf of the Executive Director.
• Place internal ministry tickets and requests (helpdesk tickets, print requests, license requests, etc.)
• Manage timesheets and time-off requests for the Executive Director’s topline.
• Assist in entering PRs in Sage accounting software to pay vendors and contractors.
• Assist in planning and executing special events and parties for departments under the Executive Director within budget.
• Ensure internal document structures and other internal workflows adhere to defined departmental standards.
• Post internal department leadership assignments on SharePoint.
• Update the organizational chart & engage in the hiring process, scheduling interviews, checking references, and updating job descriptions as needed.
• Assist in tracking and recording employee performance.
• Assist with the management of monthly and annual budgets for the departments under the Executive Director on behalf of the Executive Director and make recommendations. (Using Martus software)
• Coordinate all billing, finance, and expense items for the Executive Director; approve bills, obtain appropriate approvals; and prepare purchase requests for payments.  (Using SAGE Intacct software)
• Review internal documents for grammar, brevity, clarity, and professionalism on behalf of the Executive Director, including project charters, scope statements, cost/benefit analysis, process improvement documents, roadmaps, etc., identifying gaps.
• Schedule meetings and appointments, prepare rooms for meetings, prepare agendas, record meetings, transcribe and distribute meeting notes, and provide other general administrative support for the Executive Director.
• Faithfully represent the Executive Director in all organizational matters & team meetings.
• Attend all department team meetings, distribute and communicate all relevant information to the team, and follow up on action items as appropriate.
• Assist the Executive Director with other tasks as needed.

Knowledge, Skills, and Abilities:

• Strong administrative, time management, and organizational skills.
• Excellent verbal and written communication skills.