Executive Assistant

Location: Birmingham, AL

Position Status: Full Time

Position Summary: Under the direct supervision of the Vice President this position provides administrative support for the Vice President and assistance to their team, as needed. In addition to clerical work, record keeping and scheduling, this position is responsible for duties such as coordination of meetings and local/national conferences, obtaining supplies, coordinating correspondence, facilitating communication, and working on special projects for the Vice President or other team members.

Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.

• To be a minister of the gospel of Jesus Christ to co-workers, clients and ministry partners
• Actively leads the team in a manner aligned with scripture including, but not limited to, praying for and with them, sharing scripture in daily activities and leadership, modeling the character of Jesus Christ in interactions with team and any external clients, partners, vendors, etc.
• Disciples employees for the benefit of our ministry partners and clients.
• Aligns team dynamics, internal & external processes, and final product of team’s work with Biblical principles and with Lifeline’s Core Values
• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for the Vice President and other members of the department.
• Maintains and updates databases and other record keeping systems for the Vice President and the department.
• Organizes and prioritizes information and calls.
• Tracks mail and/or emails for the Vice President. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
• Answers phones for Vice President as needed. Takes messages or fields/answers all routine and non-routine questions.
• Acts as a liaison with other departments and outside agencies, including Executive Team and the Leadership Team. Handles confidential and non-routine information.
• Works independently and within a team on special nonrecurring and ongoing projects.
• Acts as project manager for special projects, at the request of the Vice President, which may include: planning and coordinating multiple presentations, disseminating information, engaging in donor/partner meetings, creating department specific materials.
• Planning, coordinating and attending, when necessary, conferences and trainings.
• May assist with the gathering of general correspondences, memos, charts, tables, graphs, business plans, etc. May be asked to proofread copy for spelling.
• Supports the Vice President in maintenance of the department finances. Activities include: submitting and tracking purchase orders, check requests, receipts, invoices, and reimbursement requests.
• Supports the Vice President in regular communication and engagement with ministry and community partners.
• Demonstrates proficiency/ seeks to gain proficiency in systems needed to fulfill the role. These systems include, but are not limited to:
  Lifeline databases, SharePoint, Outlook, Microsoft products, Adobe Sign, Lifeline’s Learning Education Portal, Teams, Zoom, Canva, Lifeline’s Branding Guidelines.
• Assisting & attending agency-related events, including the annual staff retreat and other Lifeline related events.
• Agrees to travel to one (but not limited to) work related conference/ church partnership live presence annually.
• Works independently and within a team on special nonrecurring and ongoing projects.
• Acts as project manager for special projects, at the request of the Vice President, which may include: planning and coordinating multiple presentations, disseminating information, planning, coordinating and attending, when necessary, conferences and trainings.

• Assist with intake process with clients across stateliness as requests come in
• Communicate with…