Executive Assistant to the Executive Director of World Outreach

Position Purpose:

The Executive Administrative Assistant – World Outreach provides high-level administrative, operational, and project coordination support to the World Outreach Executive Director. This role ensures the smooth execution of administrative systems, executive support functions, event operations, and cross-functional coordination while handling sensitive information with discretion and professionalism.

Essential Duties:

• Provide executive-level administrative support to the World Outreach Executive Director through calendar management, correspondence handling, meeting coordination, and information management.
• Serve as a central coordination point between leadership, internal staff, interns, regional offices, and external stakeholders.
• Exercise delegated authority to manage scheduling, expense processing, and communications as directed by leadership.
• Supervise and coordinate the work of interns, providing task direction, oversight, and administrative support.
• Maintain confidentiality and discretion in all executive, administrative, and board-related matters.
• Oversee the knowledge bases and internal reference materials are updated as needed.
• Act as a liaison between the World Outreach Executive Director, staff, and external parties.
• Manage executive calendars with confidentiality and discretion.
• Prepare reports through research and data analysis.
• Arrange and manage executive travel (flights, lodging, transportation), manage itineraries, and maintain travel documents.
• Assist with the planning and logistics of conferences and events as directed by the World Outreach Executive Director.
• Support filming logistics for GTN with World Outreach Directors.
• Update organizational charts and distribute updates.
• Oversee that the SharePoint sites and conference information hubs are kept up to date.
• Pull, review, and distribute LMS reports.
• Track and manage executive office expenses and assist with financial transactions and reporting
• Coordinate donation reporting with regional offices.
• Prepare corporate resolutions and executive documents as directed by the World Outreach Executive Director.
• Coordinate volunteer recruitment for World Outreach.
• Oversee the director onboarding and offboarding processes.
• Assist with staff coordination and information flow
• Conduct research on assigned topics as directed by the World Outreach Executive Director.
• Draft reports, summaries, and executive briefs as directed by the World Outreach Executive Director
• Assist World Outreach Communications Dept with communications related to ministry updates and events.
• Perform other duties as assigned by leadership.

Knowledge, Skills, and Abilities:

• Excellent verbal and written communication skills.
• Strong organizational and problem-solving abilities.
• Ability to manage multiple priorities and deadlines.
• High level of discretion and confidentiality.
• Proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Experience with project management tools such as Monday.com and Smartsheet.
• Ability to learn and use internal systems such as LMS and SharePoint.
• Strong interpersonal skills and ability to work across teams and cultures.