Executive Assistant ELG

Title: Executive Assistant

Group: Executive Leadership Group Team: ELG

General Classification: Ministry Specialist (Exempt) Time %: 100%

Immediate Supervisor: President & Executive Director-Treasurer (Executive Director)

Principal Function: To provide Administrative Assistance to the President and Executive Director-Treasurer. Provide assistance to the Chair and Chair-Elect of the TBMB Board of Directors as well as other committees. Contribute in all phases of responsibilities to the Mission and Objectives of the organization.

Essential Functions: (Employee must be spiritually, physically, mentally, and emotionally able to fulfill these assignments and tasks to fill this position.)

1. Carry out assigned ministry with “Christ-Like Servant Spirit,” guided by TBMB mission, vision, values, strategies, and goals.
2. Contribute in all phases of responsibilities to the Mission and Objectives of the organization.
3. Exercise discipline to complete tasks and work alone with little supervision.
4. Provide leadership, support, and assistance to the Executive Leadership Group and other groups within the organization, while building and maintaining positive working relationships.
5. Manage and prioritize complex job assignments, offering a highly flexible, positive response to changing requirements.
6. Conduct effective internal and external, verbal and written communication on behalf of Executive Director.
7. Maintain a high level of confidentiality and trust, due to the nature of Executive Director’s responsibilities.
8. Demonstrate familiarity and be able to communicate policies and procedures of the organization.

Responsibilities include, but are not limited to:

1. Maintain and manage Executive Director’s calendar, ensuring he has necessary materials and is prepared for all meetings and appointments. Schedule, coordinate logistics, make travel arrangements, participate in meetings and take notes as appropriate, and transcribe dictation. Prepare expense report for Executive Director.
2. Receive and return phone calls, process written communication, and act as liaison for Executive Director to Board directors and Convention committee members, institutions, churches, other state conventions, other staff, vendors, and public. Respond to questions and/or requests (internal and external) which involves interpreting information or gathering information. Coordinate research, preparation of reports, presentations, other communications, and other special projects through assignments as needed for Executive Director.
3. Provide assistance to officers for the Board of Directors (Board Chair and Chair-Elect), and Convention (President, Vice President, and Second Vice President), maintaining them informed of related meetings, providing follow-up, and securing from them reports for publication in the Book of Reports and the Journal. Serve as primary support to Board of Directors and Administrative and Nominating Committees in the coordination of meeting communications and logistics as described in the Committee Meeting Support Handbook. Serve as alternate minutes-taker for meetings of the Board of Directors and Administrative Committee.
4. Provide input in the development, enter budget information, and monitor the Executive Leadership Group budget. Review and approve, on behalf of Executive Director, employee expense reports and other requests for payments as directed. Coordinate purchase of group materials and resources.
5. Perform other duties as needed or assigned.

Physical Requirements for Individual in Position:

1. Able to sit at desk for an extended period of each day, answer telephone handset, utilize computer keyboard and mouse.
2. Able to verbally communicate with individuals, small groups, and large gatherings.
3. Occasionally lifts and carries up to 20 pounds.
4. Able to work extra and irregular hours.

Preferred Qualifications for Applicants:

Credentials and experience:

1. Education: Four-year college degree in business or communication.
2. Experience: In-depth knowledge of TBMB’s procedures, processes, and practices. Five years plus related office experience.

Knowledge and Skills:

1. Above average knowledge and experience with Microsoft Word, Excel, PowerPoint, and Outlook.
2. Excellent oral and written communication skills.
3. Knowledge of Baptist Polity.
4. Strong organizational and time management skills with ability to multi-task and prioritize work.
5. Positive and helpful attitude.

Under the laws of the state of Tennessee, the employment relationship may be terminated at any time.