Job Title: Executive Assistant

Department: Executive

Status: Regular Full-Time, Non-Exempt

Location: Nashville, Tennessee International Headquarters

Purpose and Scope

The Executive Assistant shall provide support to leaders to include the Executive Director and members of the Executive Committee through detailed communications, managing schedules, and coordination of projects, tasks, and appointments. Additional Executive support shall be provided as needed for senior leaders within Headquarters. The successful Executive Assistant will strike a balance by combining their technical skills with their communication and relational skills to build a continuously improving Executive Department with integrity for the needs of the department within the organization.

Essential Job Functions

Performs advanced, widely varied, and highly confidential administrative duties requiring executive level administrative skills
Proactively manages internal and external appointment and travel (or speaking) requests for the Executive Director, resolving conflicts and prioritizing staff/work requirements
Manages workflow for Executive Director to ensure time, scope, budget, and other needs are met
Maintain current travel profiles in order to arrange various domestic and international travel arrangements as requested. (Examples: flights, hotels, auto, travel visas, conference, and convention registrations, etc.)
Executes submission and approval of expense reports and travel exceptions on a monthly or as needed basis.
Executes submission and approval of exception time and time-off requests
Manages all incoming and outgoing communications – email, post, and telephone – for Executive Director, self, and others, resolving routine issues/concerns, drafting responses, or delegating as appropriate
Oversees and coordinates staff work initiatives on behalf of the Executive Director to ensure workflow needs are met
Completes all state and national convention reports on behalf of the Executive Director and other officers as requested.
Coordinates Trustee Orientation twice yearly (Creates Book of Reports, arranges hospitality, transportation, emails communication to attendees)
Serves as back up to Executive Assistant to the CFO and provides leadership to all administrative assistants to ensure professional growth, alignment with organizational policies and procedures, and clear communication are maintained
Maintains the organization, storage, and retrieval of data/information in accordance with company policies and procedures
Works closely with International Cabinet and other distinguished guests (Phone, email, correspondence)
Ability to minimize interruptions to the Executive Director and redirect all distractions
Administratively manages Morning Devotions on behalf of the Executive Director
Schedules Devotion leaders, staff readers/prayers, field and convention reports, special guests, and daily technical support, such as Zoom).
Creates and distributes weekly prayer cards
Works closely with Spiritual Vitality Council and musician’s coordinator
Participates in daily morning staff devotions; on a rotating basis serve by praying and reading Scripture in support of devotion leader.
Assist in hosting various guests, committee members, etc.
Various International Convention duties annually
Takes meeting minutes in various meetings as requested
Works closely with HR regarding intranet related communications including all staff announcements, events, organizational calendar.
Other duties as assigned

Working Relationships

Reports To: Director, Ministry Governance & Operations

People Management Responsibility: None

Works Closely With: (Internally), CFO, Controller, Leadership Team, Headquarters Staff

(Externally) International Cabinet, Executive Committee, Gideon Members

Essential Knowledge, Skills, And Training & Development

Non-physical

Follow verbal and written instructions
Proficient in Microsoft Outlook
Ability to use PC and widely used software applications, especially Microsoft Office applications
Ability to learn new software applications as necessary
Ability to provide analytical skills
Ability to communicate effectively with International Cabinet Members and TGI Directors

Physical

While performing the duties of this job, the employee is required to stand, walk, sit, speak fluent English, and hear. Specific vision abilities required by the job include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mission Critical Competencies

SHARED VALUES

Integrity
Excellence
Open Communications
Stewardship

CORE COMPETENCIES

Actively learns, demonstrates, and fosters the organizations’ culture in all actions and words. Takes personal initiative and is a positive example for others to emulate.
Ability to understand the fundamental business drivers and communicate the state of business and provide strategic recommendations to management.
Proven ability to keep a big picture perspective while dealing with very detailed information.
Ability to distinguish priorities and make decisions in accordance with them
Foster Open Communications and Approachability
Positive and Constructive Attitude
Business Acumen
Process Management
Decision Quality
Problem Solving
Dealing with Ambiguity
Perspective
Ability to challenge the status quo
Maintain confidentiality

Work Environment and Time Requirements

Climate-controlled office environment

8-hour workday though variations in work volume sometimes require extended working hours

Local travel required as necessary

Minimum Qualifications

7+ years of executive level administrative experience or equivalent work experience

PC experience, especially in Microsoft Office applications

Successful completion of a drug and background screen

Preferred Qualifications

Familiarity with the Gideon ministry, structure, and governance

This Job Description is for general purposes and guidelines only and should not be considered all-inclusive. Neither does the receipt of this job description constitute an employment contract. Furthermore, it should be known that this list of job requirements is subject to change without written notice.

[January 2025 - Executive Assistant – Executive]

The Gideons International

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