Executive Assistant to Executive Leadership Team

About the role

The Executive Assistant provides high-level, proactive administrative and operational support to the Executive Leadership Team (ELT). As a vital partner to our leadership, this role serves as a key communication bridge between ELT and our staff, board, donors and community members. Department: Operations/Administration.

Responsibilities

• Manage executive calendars, the FIVE18 “Master” calendar, while anticipating scheduling needs, prioritizing conflicting demands, and ensuring smooth daily transitions for the ELT.
• Coordinate internal and external leadership meetings, assist with developing exhibits, compiling pre-read materials, taking actionable minutes as needed, and following up on key deliverables.
• Organize and execute logistics for Board of Trustees/Directors meetings (including accurate recording of minutes), staff and/or leadership retreats, and special events.
• Serve as a primary point of contact and liaison between executive leadership, senior directors, staff, board members, and external stakeholders.
• Assist CEO with capital campaign tactics – scheduling tours, follow up letters to donors, updating campaign materials, etc.
• Cultivate a welcoming, warm, and professional atmosphere for visitors, community leaders, and ministry partners engaging with executive leadership.
• Assist in coordinating Townhall meetings, All-staff meetings, chapel, spiritual retreats, staff care initiatives, and agency-wide devotional gatherings along with developing agendas for same.
• Draft empathetic, thoughtful executive communications (correspondence, donor thank-you notes, prayer requests, and community updates) with high cultural and relational intelligence, and/or edit the same as drafted by ELT members.
• Gather, synthesize, and format data and operational metrics from various department heads to support Quarterly Reset Meetings and board reporting.
• Assist ELT with tracking agency Key Performance Indicators (KPIs) and project milestones to measure the impact of programs and operations.
• Draft, edit, and proofread high-level documents, presentations, grant reporting summaries, and strategic proposals.
• Maintain accurate, confidential, and well-organized digital filing systems for executive files, legal contracts, property deeds and corporate records.
• Maintain Board Portal by uploading information in a timely manner, to ensure that Board members can access items that they need.
• Provide back-up support for answering external telephone calls, respond to the "hello@five18" incoming emails and initiate calls on behalf of ELT as necessary. Take accurate messages and complete connections.
• Greets clients, customers, visitors in a professional manner and provides general information about teams and/or the agency as necessary.
• Arrange travel for ELT members to conferences and/or visits with key donors.
• Assist ELT with various projects, as needed.

Qualifications

Education & Experience

• Education: Bachelor’s degree preferred, or equivalent experience in business administration, non-profit management, or a related field.
• Experience: Strong preference for 3–5 years of experience supporting C-suite executives or leadership teams, preferably in a faith-based or non-profit setting.

Skills & Competencies

• Faith & Value Alignment: Strong personal commitment to the agency’s Christian mission, statement of faith, and core values.
• Accuracy: Ability to perform work accurately and thoroughly, while paying attention to minute details of a project or task.
• Technical Proficiency: Advanced skills in Google Workspace / Microsoft 365, executive scheduling software, project management tools (e.g., Asana, ClickUp), and presentation tools (PowerPoint, Canva, or Google Slides).
• Data & Analytical Literacy: Ability to compile metrics into clear reports, chart visual trends, and handle quantitative data with accuracy.
• Communication Skills: Exceptional written and verbal communication skills; adept at writing with warmth, clarity, and executive tone.
• Discretion & Integrity: Absolute discretion when handling sensitive organizational information, personnel details, and financial records.
• Adaptability: Outstanding organizational agility with the capability to pivot quickly, prioritize under pressure, and independently solve problems.
• Organized: Possessing the trait of being organized or following a systematic method of performing a task.
• Reliability: The trait of being dependable and trustworthy.
• Tactful: Ability to show consideration for and maintain good relations with others.

Pay

Salary Description: $19.00 - $23.00 /hour

Schedule

Work Schedule: Monday - Friday 8:30 - 5:00, in office