Employment

The Position

The Senior Executive Assistant provides high-level administrative support to the President/CEO of our organization, with additional responsibilities in supporting development activities and general ministry-wide tasks. This role requires a proactive, detail-oriented professional with exceptional organizational skills, strength in Word, Excel, and PowerPoint, and the ability to multitask effectively. The Senior Executive Assistant will ensure the smooth functioning of executive operations, facilitate development efforts, and contribute to the overall efficiency of the ministry.

Desired Characteristics:

• Emotional Intelligence: Mature and composed with excellent stress management and interpersonal skills.
• Energetic: Enthusiastic and proactive in handling tasks and responsibilities.
• Flexible: Ability to multitask and adjust priorities in a fast-paced environment.
• Self-Starting: Anticipates needs, works independently, and solves problems with professionalism and discretion.
• Organizational: Highly detail-oriented and skilled at keeping both personal and team tasks organized.
• In-Office Commitment: Willingness to work in the office five days a week.

If you are a highly motivated individual with a strong organizational background and a passion for supporting leadership, we encourage you to apply.

 Duties and Responsibilities:

Executive Support:

• Schedule Management: Align the President/CEO’s schedule with strategic priorities, ensuring time for thinking, planning, and staff care. Maintain an overview of upcoming tasks and prepare the President/CEO with a daily docket.
• Administrative Tasks: Draft and edit correspondence, run, analyze and prepare reports, meeting minutes, speaking notes, PowerPoint presentations, and other documents with a high level of professionalism.
• Task Management: Use the organization’s workflow management system to track and manage the President/CEO’s tasks.
• Communication: Handle email communications and other correspondence on behalf of the President/CEO, ensuring messages align with the President’s voice.
• Meeting and Event Planning: Organize meetings and events, including scheduling, agenda preparation, note-taking, task tracking, and catering arrangements.
• Travel Coordination: Arrange complex domestic and international travel itineraries, including flights, hotels, transportation, and detailed meeting schedules.
• Gift Preparation: Anticipate and prepare appropriate gifts for donors, ministry partners, and board members.
• Representation: Act as the President/CEO’s representative, greeting guests and managing inquiries professionally.

Development Support:

• CRM Management: Utilize CRM systems for donation processing, receipting, and running donor reports.
• Donor Communication: Send thank you notes and communicate with donors via email or phone.
• Event Assistance: Support the planning and execution of fundraising events.
• Prayer Contact: Aggregate prayer requests, update the Prayer List, maintain Prayer Team records, and draft monthly Prayer Team emails.

General Ministry-Wide Tasks:

• Office Duties: Answer in bound phone calls, process incoming and outgoing mail, manage office supplies, and handle general office correspondence.
• Financial Administration: Oversee petty cash management and bank deposits.
• HR Support: Assist with distributing HR documents.
• Board Support: Prepare materials such as presentation decks, assist with venue and catering arrangements, and follow up on action items for board meetings.
• Travel Arrangements:  Make domestic and international travel arrangements for staff including flights, lodging, transfers, etc.
• Other duties as assigned.

Required Skills/Abilities

• Strong personal commitment to Christ and Guidelines Purpose, Mission Statement, and Statement of Faith, with no personal or professional conflicts with the Christian values of Guidelines.

• Emotional Intelligence: Demonstrate composure, stress management, and effective rapport-building.
• Energy & Enthusiasm: Bring a proactive attitude and enthusiasm to every task.
• Multitasking Ability: Manage multiple tasks and prioritize effectively in a dynamic environment.
• Self-Starter: Anticipate needs, work independently, think critically, and provide professional, confidential solutions.
• Organizational Skills: Exhibit strong attention to detail and keep others organized.
• Fund-Raising Experience: Experience with CRM systems and donor communication preferred.
• Travel Coordination: Demonstrated experience in arranging complex travel itineraries.
• Tech/Software Proficiency: Advanced skills in Microsoft Office (Word, Outlook, Excel, PowerPoint, SharePoint), Slack, workflow systems (e.g., Click-Up), CRM and a willingness to learn new software. Ability to pull, track, and analyze data.

Education and Experience

• Education: Bachelor’s degree in business administration, communications, or a related field preferred.
• Experience: Minimum of 5 years of executive administrative experience, with a proven track record in supporting senior-level executives and managing complex administrative tasks.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer.

Salary/Hours/Benefits:

• Full-time salaried (40 hours a week)
• Salary range: $70k – 90k (depending on qualifications)
• Work location:  Mission Viejo, California
• Domestic Travel:  approximately 15%
• Guidelines offers competitive benefits and compensation packages to Guidelines employees, including but not limited to medical insurance, paid holidays, paid time off (PTO), sick leave and a 403(b)-retirement plan.

To Apply 

Please email your resume and cover letter to [email protected].

We handle all candidate information and conversations confidentially. Candidates will be considered until the position is filled.