Executive Assistant/Relational Development & Committee Specialist

Description

Provide executive-level administrative and relational support to the Senior Director, the Institutions and Relational team, and collaborate with affinity group administrative assistants to facilitate communication, scheduling, logistics, and organizational alignment that advance relational engagement and institutional partnerships. Provide additional support relating to BGCT-elected and institutional board-elected trustees and committees.

Requirements

NOTE: Some descriptions may have more specific duties and/or goals and objectives attached to this form. Such attachments normally reflect unique aspects of specific locations, shifts, departments, etc.

1. Effectively organize and carry out the work of the RDO office.

2. Provide direct administrative support to the Senior Director of Relational Development.

3. Effectively administer calls and requests for meetings and information.

4. Effectively plan and coordinate meetings as requested by the Senior Director.

5. Attend and note various meetings called by the Senior Director as requested and needed.

6. Maintain the current calendar and agenda for the Senior Director, help keep the Senior Director fully aware of his schedule, and accurately communicate schedules with others as required.

7. Coordinate travel arrangements as needed.

8. Effectively manage tasks and projects assigned by the Senior Director; research, analyze data, and produce reports as needed.

9. Coordinate other meetings for the Senior Director as needed.

10. Process check requests and reimbursements accurately and promptly.

11. Process mail and other correspondence accurately and promptly.

12. Attend meetings and participate in training as required.

13. Maintain compliance with BGCT policies and procedures, as well as all state and federal laws.

14. Assist in tracking projects, priorities, and strategic initiatives. 

15. Perform other assignments and duties as required.

16. Schedule meetings, reserve rooms, collect and prepare agendas, and communicate needed information. 

17. Communicate and meet with assistants as needed.

18. Assist the Senior Director as needed.

19. Prepare reimbursements and/or maintain credit card expenses.

20. Keep them updated on needed information.

21. Help maintain relational databases, contact lists, and engagement records. 

22. Work collaboratively with administrative assistants from affinity groups and partner ministries.

23. Help ensure alignment of schedules, communication, and shared objectives. 

24. Coordinate logistics for meetings, including scheduling, agendas, materials, and follow-up.

25. Maintain organized digital and physical files. 

26. A primary function of this job is to evaluate the qualifications of prospective trustees for all BGCT-elected and institutional board-elected trustees to ensure compliance with BGCT governance materials and policies. Work harmoniously with all BGCT-affiliated and related institutional leaders’ offices on receiving all trustee information for both new and returning board members for every position on every board. Serve professionally and use great discretion and independent judgment in facilitating this transfer of required information.

27. Work with BGCT convention officers in vetting prospective members of the Committee on Committees and work with the Committee on Committees (COC) to train, orient, and assist them in vetting prospective nominees to the Committee to Nominate Executive Board Directors (CNEBD) and Committee to Nominate Boards of Affiliated Ministries (CNBAM). 

28. Communicate effectively with the COC and the BGCT assigned staff liaison in preparation for their meetings, coordinating with the chair of the committee in setting the agenda, communicating with committee members, reimbursing expenses of committee members, and collaborating in every way necessary to assist the committee in accomplishing their task.

29. Communicate effectively with the CNBAM and the BGCT assigned staff liaison in preparation for their meetings, coordinating with the chair of the committee in setting the agenda, communicating with committee members, reimbursing expenses of committee members, and collaborating in every way necessary to assist the committee in accomplishing its task.

30. Coordinate with the BGCT IMT team in maintaining a digital system for vetting nominees to institutional boards, the COC, CNEBD, and CNBAM.  

NOTE: These requirements represent minimum levels in order to perform the job on a satisfactory basis. Candidates must have the ability to satisfactorily perform the essential functions of the job.

1. Active membership in a church supportive of the BGCT during employment.

2. Commitment to Christian principles and teachings both professionally and personally, with an understanding and commitment to Baptist distinctives.

3. In-depth understanding of a comprehensive field of knowledge, generally acquired through an earned bachelor’s degree or equivalent minimum of four years of proven experience in a related position,

4. Ability to maintain confidentiality.

5. Proficient client management skills.

6. Excellent listening skills, interpersonal skills, and relationship-building skills. 

7. Ability to establish and maintain effective working relationships with staff, vendors, churches, committees, organizations, etc.

8. Professionalism in the workplace, including professional and accurate communication with others.

9. Excellent demonstrated leadership skills necessary to appropriately influence people to achieve a desired outcome. 

10. Proficient meeting planning skills. 

11. Ability to take meeting minutes correctly. 

12. Ability to work under pressure and meet deadlines effectively. 

13. Ability to act independently and make independent decisions on tasks and items within the line of authority. 

14. Excellent critical thinking skills. 

15. Excellent initiative in the workplace.

16. Ability to work effectively with the budget.

17. Basic financial and mathematical skills to perform basic addition, subtraction, multiplication, and division. 

18. Excellent organizational skills; ability to multitask; ability to re-prioritize tasks throughout the day as work is assigned. 

19. Proficient ability to exhibit detail-oriented skills necessary to understand and manage a wide range of information from a vast amount of entities.

20. Ability to travel to various geographic locations and some overnight stays.

21. Proficient ability to speak, read, and write English; ability to speak clearly and make oneself understood in face-to-face interactions; to articulate with accuracy on the telephone; ability to hear and receive verbal instructions, answer phones, and proficiently communicate in situations with some background noise.

22. Although important, depth perception and field of vision (peripheral) are not as critical as the ability to distinguish small details and markings very near to the observer.

23. Ability to concentrate on fine detail with some interruption; ability to focus attention on tasks for 45-60 minutes at a time continuously.

24. Ability to understand and relate to the theories behind several related concepts; ability to remember verbal and written tasks/assignments from a few hours to long periods of time.

25. Proficient working knowledge and ability to use various office software, including, but not limited to, Microsoft Word, Microsoft PowerPoint, Microsoft Excel, Google email, Salesforce, Financial Edge, and internet skills.