Executive Assistant

Direct Reports: None

Department: Operations

Reports To: Senior Director of Finance & Operations

The Executive Assistant to the Senior Director of Finance & Operations (SDFO) provides advanced administrative, operational, financial, and strategic support to the SDFO. This includes managing calendars and priorities, coordinating meetings, supporting correspondence, and preparing reports, all while maintaining a high level of professionalism and employing a proactive approach, with excellent interpersonal skills. This key team member will support the SDFO and FMCIC as a whole, bringing exceptional organization and communication skills.

Responsibilities

Calendar & Meeting Management

• Provide effective calendar and meeting management by organizing and scheduling calendars and coordinating and scheduling internal and external meetings.
• Assist SDFO in preparing agendas and minutes for meetings as assigned, including but not limited to the FMF and FMCCBF Board of Directors annual meeting, and Staff meetings.
• Record meeting minutes, set up meeting rooms, and arrange refreshments as needed.
• Monitor and align the SDFO’s schedule with shifting ministry priorities. Serve as a gatekeeper and trusted liaison both internally and externally.
• Anticipate needs and stay several steps ahead.

Travel & Expense Management

• Prepare travel arrangements, create itineraries, and coordinate all aspects of travel reservations in accordance with expense policies, including obtaining visas, booking airline tickets, arranging hotel accommodations, and coordinating ground transportation.
• Gather and reconcile SDFO’s credit card, expense forms, and receipts.

Communication

• Prepare briefing materials, agendas, reports, presentations, and correspondence for internal and external meetings to ensure clear and concise communication.
• Maintain the Operations department webpage and keep it up to date with any changes.
• Ensure the SDFO has the required files and information to communicate effectively.
• Handle confidential information with integrity and discretion.

Project Management

• Support special projects and strategic initiatives as directed by the SDFO.
• Assist with project coordination, including tracking progress, managing timelines, and ensuring deadlines are met.
• Monitor and track the progress of all projects undertaken by the Operations Department and review the status with SDFO on a weekly basis.
• Function as a system admin for CRM in collaboration with the Special Project Coordinator.

Other

• Handle office support functions.
• Assist in managing key strategic tasks and other duties as assigned by SDFO.

Requirements

• Ability to proactively identify and resolve challenges, ensuring smooth operations and supporting the operational strategic goals
• Willingness to be flexible to support the needs of the priorities and tasks according to the SDFO’s evolving needs
• Strong organizational skills and exceptional attention to detail
• Strong copy-editing experience required
• Project coordination experience required
• Excellent English written and verbal communication skills
• Proficient in the use of digital tools (email, spreadsheets, project management software), and the ability to quickly learn new systems
• 3-5 years of experience in a similar Executive Assistant role is required
• An understanding of how churches and denominations work together to share the gospel of Jesus
• Working knowledge of French is an asset
• Able to maintain confidentiality of sensitive information and exercise discretion when handling confidential matters