Administrative Assistant to President

Administrative Assistant to the President

Title:

Administrative Assistant to the President

Campus:
Ontario, California

Department:
Office of the President

Reports to:

Executive Asst. to the President

Exempt:
No

Position Status:
Regular Full-time

Effective:
January 2026

Summary:

Provides general administrative support for the President’s office.

• Provide comprehensive administrative support within the President’s Office, maintaining exceptional professionalism, organization, and confidentiality.
• Serve as a primary representative for the President’s Office, professionally welcoming guests and managing inquiries while ensuring all common areas, work spaces, and meeting rooms are consistently prepared for high-level engagements.
• Demonstrate strong organizational and time‑management skills with high attention to detail, effectively multitasking and prioritizing tasks in a fast‑paced executive environment.
• Coordinate the President’s publications ministry by drafting, editing materials, transcribing written content, and producing booklets, pamphlets, papers, and supporting major writing projects, including books; collaborate with Advancement on The Gateway Journal.
• Manage the Gateway Seminary Job Post Board for employment opportunities with outside organizations, ensuring timely posting, accuracy, and compliance with institutional guidelines.
• Coordinate the President’s academic ministry by managing classroom support, including grading processes, instructional materials, teaching files, and presentations; maintain and organize the President’s library and academic resources.
• Accompany the President to larger Southern Baptist Convention‑related events and institutional gatherings, providing on‑site administrative and logistical support.
• Coordinate Chapel Speaker requests in collaboration with the Executive Assistant, ensuring clear communication, scheduling accuracy, and logistical details.
• Facilitate special events using event‑management best practices, including menu planning, vendor coordination, supply purchasing, internal collaboration, setup and cleanup, minutes, budget management, and communication materials.
• Collaborate with the Facilities Coordinator to support third‑party events and serve as the Gateway Seminary liaison, ensuring effective communication, logistical coordination, and adherence to institutional standards.
• Assist the President’s wife with planning, scheduling, and communication of Seminary events; manage the events calendar and maintain current contact lists.
• Ensure cleanliness, organization, and readiness of the President’s Office kitchen and supply areas for daily operations and hosted engagements.
• Handle all sensitive information and situations with confidentiality, integrity, and professionalism.
• Perform additional duties as required, such as setting up and taking down appropriate holiday decorations and coordinating holiday celebrations.
• Job duties are not limited to the list shown above and may be revised as deemed appropriate by the Seminary.

• Service
  :
  Manages difficult or emotional customer situations; responds promptly to customer needs; solicits feedback; meets commitments; maintains a can‑do attitude.
• Interpersonal Skills
  :
  Focuses on solving conflict, maintains confidentiality, listens attentively, keeps emotions under control, remains open to ideas.
• Technical Skills
  :
  Assesses own strengths and weaknesses; pursues training; shares expertise with others.
• Oral Communication
  :
  Speaks clearly and persuasively; listens for clarification; responds well to questions; participates in meetings.
• Written Communication
  :
  Writes clearly; edits for spelling and grammar; varies style to meet needs; presents data effectively.
• Teamwork
  :
  Balances team…