Administrative Assistant III – Event Logistics

Description

About the ELCA 

The Evangelical Lutheran Church in America (ELCA) is one of the largest Christian denominations in the United States, with nearly 3.3 million members in more than 8,900 worshiping communities across the 50 states, Caribbean, and U.S. Virgin Islands. With a vision to live in a world experiencing the difference God’s grace and love in Christ makes for all people and creation, the ELCA strives to be a welcoming, thriving, and connected church that introduces people to Jesus so they can discover community, justice, and love.

The Lutheran Center (national office) is located in Chicago, Illinois. A staff of 400, under the leadership of the Presiding Bishop, serve as administrators, advisors, conveners, partners, and resource people for the ELCA and its ministries. Staff lead the work of national, domestic, and global ministries and programs including Lutheran Disaster Response, ELCA World Hunger, Service & Justice, Christian Community and Leadership, and Innovation.  We are also home to five of our separately incorporated ministries: The Mission Investment Fund of the ELCA, Women of the ELCA, Lutheran Men in Mission, the ELCA Foundation and the ELCA Federal Credit Union.

About the position 

This role will support two different teams over the course of the contract. 

June 2024 – September 2024 – primarily supporting the Service and Justice home area and events:

This role will work closely with the Global Service Team. The team is responsible for the recruitment, hiring, orientation and deployment of all ELCA global mission personnel. This team is within the Service and Justice home area. This role will provide detailed work as it relates to logistics for all summer events, deployment of mission personnel including Young Adults in Global Mission, re-organize CEGP and Global Service office space and files, and work on printed and media resources for the team. 

October 2024 – August 2025 – primarily supporting the Office of the Secretary meeting planning team and event:

This role will work closely with the Office of the Secretary. The Office of the Secretary provides administrative services and tools for ELCA leaders who are serving this church in their congregations, synods, and the churchwide organization, especially those given responsibility for governance of the ELCA. This position is responsible for assisting the Meetings Management Team with tasks associated with preparation and execution of the 2025 Churchwide Assembly, as well as providing support for various meetings taking place at the Lutheran Center in the Summer and Fall of 2024.

This is a full-time, exempt, hybrid/Chicago-based, term-contract employee position starting in June 2024 and ending August 2025. The candidate will work from the Lutheran Center in Chicago with flexibility to work from home when appropriate. 

Candidates for this position must be authorized to work lawfully in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

For the Service and Justice home area:

1. Event logistics: Including tracking travel, developing forms, and securing registrations, ordering meals, liaison with event facilities, etc.

2. Assisting with and preparing contractual agreements related to logistics and programming for the events.

3. Assist with the details related to the deployment of new mission personnel, VISAs, travel, etc.

4. Administrative tasks such as compiling and printing documents, folders, booklets, etc.

5. Attendance to ELCA Missionary Orientation, the Service and Justice Gathering and Young Adult in Global Mission Orientation.

6. Support Global Service and Companion Engagement and Personnel Team with printed and media resources, including social media.

7. Other duties as assigned.

For the Office of the Secretary:

1. Provides support for preparation for the Churchwide Assembly,

2. including office tasks, support for the Churchwide Assembly Registrar helpdesk, answering calls, responding to emails, organization and arrangements for shipping and mailings, assistance with hotel rooming list assignments and special requests such as special meals, table assignments, and support for the Local Arrangements committee and Worship team as needed.

3. Attends the Churchwide Assembly in Phoenix, Arizona July 25 - August 3, 2025. with early arrival to assist wit