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Title

Executive Assistant - Application Close Date: January 15, 2021 

Ministry Team Office of the Associate General Minister  
Reports To Associate General Minister  
FLSA Status Exempt  
Salary Grade 8  
Full-Time/Part-Time Full-Time  
Category National and Global Ministries, Cleveland, Ohio  
Starting Salary  
Description

GENERAL PURPOSE OF POSITION: Provides executive level support to the Associate General Minister for Wider Church Ministries and Operations and the Executive Associate along with general oversight of all administrative support functions within the Associate General Minister’s office.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

  • Initiates and manages effective and efficient systems, processes, and checklists to facilitate responsiveness to inquires received in the Associate General Minister’s office.
  • Completes a broad variety of administrative tasks for the Associate General Minister and the Executive Associate, including taking minutes at meetings, managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Prioritizes competing needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Follows up on incoming matters addressed to the Associate General Minister and Executive Associate, including those of a sensitive or confidential nature.
  • Works closely and effectively with the Associate General Minister and Executive Associate to keep them well informed of upcoming commitments and responsibilities.
  • Plans, coordinates and ensures the Associate General Minister’s and Executive Associate’s schedules are followed and respected.
  • Maintains receipts and records of the Associate General Minister and Executive Associate’s credit card charges for accurate entry to the Concur system.
  • Oversees preparation and distribution of all advance materials for board meetings.
  • Determines logistical requirements for meetings and makes lodging arrangements for participants. Ensures information on meeting arrangement is prepared and distributed to participants in a timely manner.
  • Supports the Leadership Team, including meeting logistics
  • Serves as lead person to the Program Assistants to support workflow.
  • Manages production of the monthly staff travel calendar
  • Works with Event Management staff to plan and prepare for meetings/special events. Provides on-site assistance, as required.
  • Manages a variety of special projects for the Associate General Minister and Executive Associate.
  • Maintains a media and community database of contacts
  • Coordinates Copyright Permission requests
  • Facilitate appropriate engagement with technology infrastructure to include internal and external digital work resources, web and social media strategies.
  • Coordinate all communication to the Associate General Minister.
  • Acts as liaison for Associate General Minister and Executive Associate with staff, maintaining good working relationships with staff throughout the organization, along with affiliated UCC partners, exercising good judgment and discretion.
  • Serves as editor of information to be included in Yearbook, the Desk Calendar, and Plan Book.
  • Other duties as assigned by the Associate General Minister or the Executive Associate.

 

Global Ministries Board:

  • Participate in the planning and administration, with counterpart in the Division of Overseas Ministries of Common Global Ministries Board Meetings.
  • Oversee preparation and distribution of all advance materials for board meetings.
  • Determine logistical requirements for meetings and makes lodging arrangements for Global Ministries Board participants. Ensures that information on meeting arrangement is prepared and distributed to participants in a timely manner.
  • Tracks terms of service of United Church of Christ representatives to the Global Ministries Board on the Board and its committees.
  • Twice a year, receive, review and prepare check requests of travel advances and final expense statements for persons attending Global Ministries Board meetings.
 
Position Requirements

MINIMUM QUALIFICATIONS: The requirements listed below are representative of the knowledge, skills and/or abilities required to perform successfully in this position.

  • Bachelor’s degree in a related field or equivalent experience plus five or more years’ experience supporting C-level executives, preferably in a non-profit and/or faith-based organization.
  • Ability to manage multiple priorities and diverse personalities.
  • Desire and sensitivity to work in diverse racial, ethnic, cultural and religious settings with commitment to diversity in the workplace as well as in one’s understanding of mission.
  • Professional demeanor, strong judgment, maturity and interpersonal skills.
  • Ability to provide exceptional internal and external customer service to internal and external audiences.
  • Experience in planning and supporting on-site and off-site meetings.
  • A well-organized and self-directed individual, with exceptional time management skills, including the ability to work under tight deadlines, prioritize and efficiently manage multiple, complex projects.
  • Demonstrated ability to work collaboratively and collegially as well as independently, exercising initiative with appropriate follow through.
  • Positive attitude with the ability to handle a variety of issues and personalities with tact and courtesy.
  • Demonstrated ability to achieve high performance goals and meet deadlines
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Demonstrated written and oral English language skills.
  • Proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point) and Adobe Acrobat; Social Media web platforms, and proficiency in cloud-based corporate board portals helpful.
  • Ability to maintain confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response
  • Limited travel within the United States.

 

This job description is not intended to be a complete list of all duties and responsibilities required for the position and is subject to review and change at any time in accordance with the needs of the ministry. Since no job description can detail all duties and responsibilities that may be required from time to time in the performance of a position, duties and responsibilities that may be inherent in a position shall also be considered part of the position holder’s responsibility.

It is expected that the person who holds this position will conduct themselves in a manner consistent with the policies of the UCC and in a manner that will reflect positively on the organization. All staff are encouraged to nurture safety within the work performed on behalf of the UCC by being attentive to self-care, education, maintaining appropriate boundaries, and the importance of referring those in need to supportive and helpful resources.

The United Church of Christ, National Setting celebrates diversity and an inclusive environment for all employees. We are committed to a workforce that is representative, at all job levels, of the broad spectrum of our diverse society. We endeavor to recruit employees from backgrounds that vary by race, color, national origin, ethnicity, gender, gender identity and expression, age, sexual orientation, disability, marital status.  The UCC is a multicultural, multiracial, open and affirming, accessible to all, Equal Opportunity Employer.

 
Comprehensive Benefits Package Employer paid Medical, Dental, LTD and Pension Benefits.  
Application Deadline January 15, 2021  
About the Organization The United Church of Christ



Our faith is 2000 years old. Our thinking is not.



We believe in God's Continuing Testament.

We believe in Extravagant Welcome

We believe the church's mission is to Change Lives



 

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