Executive Office Assistant

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Immediate Position Opening

The Executive Office Assistant provides administrative and operational support to the Executive Office, ensuring efficient execution of recurring business processes, meetings, travel coordination, expense administration, and organizational events. This position requires exceptional attention to detail, strong organizational skills, discretion, and the ability to be proactive in identifying and addressing administrative needs to support executive leadership and key ministry initiatives.

This is a part-time position (10 hours per week) and does not include supervisory responsibilities.

Operations Support

Support the Executive Office by partnering with the Director of Executive Operations and the Corporate Travel & Schedule Coordinator to ensure the timely and accurate execution of administrative, operational, and event-related activities. Assist in maintaining organized processes, effective communication, and exceptional service to internal and external stakeholders.

Key Responsibilities

Meetings, Events & Engagement

• Assist in planning, coordinating, and executing internal meetings, leadership gatherings, and organizational events.
• Coordinate logistics including scheduling, catering, meeting materials, attendee communications, vendor interactions, and event setup.
• Support large-scale events such as PCA General Assembly, Geneva’s Annual Golf Tournament, Board meetings, and other ministry-related initiatives.
• Provide onsite event support as needed to ensure a positive participant experience.

Expense & Logistics Administration

• Prepare, submit, and track expense reports in accordance with organizational policies and procedures.
• Collect, organize, and maintain supporting documentation, including receipts and approvals.
• Ensure complete and accurate expense coding and record retention.
• Assist with company vehicle administration, including maintenance scheduling, mileage reporting, and related documentation.

Meeting Documentation & Follow-Up

• Attend meetings as needed to capture accurate meeting notes, including key discussion points, decisions, and action items.
• Prepare and distribute meeting summaries in a timely manner.
• Maintain organized records and documentation for future reference and accountability.

Travel Support

• Assist with travel arrangements for Executive Office personnel, including transportation, lodging, itineraries, and documentation.
• Support travel-related expense reconciliation and administrative follow-up.

Administrative & Office Support

• Prepare, process, and maintain business documents, correspondence, reports, and records.
• Manage electronic filing systems and ensure information is organized, accessible, and up to date.
• Support administrative workflows and special projects as assigned.

Standard Operating Procedures (SOPs)

• Assist in developing, documenting, updating, and maintaining administrative procedures and workflow documentation.
• Recommend process improvements that enhance efficiency, accuracy, and consistency across business operations.

Qualifications

Faith and Mission Alignment

• Demonstrated devotion to Jesus Christ, personal holiness, and a passion for making Him known.
• A Christian exhibiting mature spiritual growth, evidenced by the fruit of the Spirit and a firm grasp of foundational Christian doctrine.
• Active member of an evangelical church that affirms the tenets of historic Christianity (PCA preferred but not required).
• Genuine passion for serving the church and its ministry leaders.
• Affirmation of Geneva’s Statement of Faith and adherence to the organization’s Code of Conduct.

Professional

Education

• High school diploma required.
• Associate’s or Bachelor’s degree preferred.

Experience

• Minimum of 5 years of administrative, office management, or business support experience.
• Demonstrated experience working with high-volume, detail-sensitive tasks (expense documentation, receipting, data updates, list maintenance).

Core Competencies

• Exceptional attention to detail and commitment to accuracy.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Professional judgment and discretion when handling confidential information.
• Proactive and resourceful approach to problem-solving.
• Ability to manage multiple priorities while meeting deadlines.
• Ability to collaborate with Geneva personnel and PCA committees/agencies.
• Perseverance in challenging ministry and business environments.

Technical Skills

• Proficiency in Office 265 (Outlook, Excel, Teams, SharePoint/OneDrive).
• Experience with collaboration and project management tools (e.g., Teams, Asana).
• Ability to learn and effective use organizational systems and tools (e.g., CRM platforms).

Work Environment and Physical Requirements

• This is a hybrid position with remote capabilities and the ability to be on-site for in-office presence.
• Regular interaction with staff and vendors.
• Reasonable accommodation provided in accordance with applicable laws.

Additional Information

• This role does not include supervisory or people-management responsibilities.
• Responsibilities are prioritized and assigned based on organizational needs and may vary in volume across functional areas.

General Statement

• This job description is not intended to be an exhaustive list of all responsibilities.
• Employees may be assigned additional duties as needed to support organizational goals.
• This document does not constitute a contract of employment implied or otherwise; employment remains at-will.

Job Grade & Classification Statement

• FLSA Status: Non-Exempt
• Employment Type: Part-Time – 10 hours/week

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