Administrative and Project Specialist - President's Office

    • Job Tracking ID: 512954-718989
    • Job Location: Chicago, IL
    • Job Level: Any
    • Level of Education: Any
    • Job Type: Full-Time/Regular
    • Date Updated: January 15, 2020
    • Years of Experience: Any
    • Starting Date: ASAP
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Job Description:

The Administrative and Project Specialist coordinates all the administrative functions, projects and elements for the President’s Office Team. This manager provides prompt, reliable and accurate support of project timetables and details, clear and compassionate communication with constituents, and management of systems and resource management of engagements and efforts of the President’s Office with a Christlike, service-oriented attitude.

Essential Functions
* Communicate clearly and promptly with constituents (pastors, staff, ministry partners, etc.).
o Process and respond to inquiries in a professional, hospitable and courteous manner.
o Manage and produce correspondence, whether bulk or individual.
* Sustain a high level of excellence for the President’s Office by supporting initiatives, events, and efforts with planning, logistics, finances, document creation, and other related needs.
o Ensure that all meeting logistics and engagement reflect the mission, values, goals, vision and standards of ECC and ECC leadership.
o Formulate draft agenda, minutes, supporting documents, presentations, records and other documents.
o Manage all meeting and participant expenses and ensure adherence to finance guidelines for payment and reimbursement.
o Organize and execute meeting and events logistics (setting, media, technology, communication, supplies, etc.) and assist with hospitality and other event needs.
* Facilitate advancement of ministry by managing calendars and timetables, and scheduling meetings, governance-related efforts and events.
o Manage meeting planning and assist with event execution and follow-up.
o Help administer interfacing, multi-year meeting and event schedules; obtain necessary reviews and approvals in a timely manner.
* Ensure smooth functioning of operational efforts by managing needs of President’s office.
o Arrange for travel (flight, lodging, etc.) and support event registration for constituency and staff.
o Assist with expense and financial reporting.
o Develop operational playbooks, procedures and policy documents to resource constituency.
o Ensure ministry area’s material and supplies inventory is maintained in workstations, storage; and as needed for engagements.
* Other duties as assigned by Executive Director of Ministry Development and/or ECC President.

Environment Conditions
Able to work well in professional office setting, but occasionally works in remote locales. Occasional domestic travel and some weekend engagements. Must be versatile and able to work for prolong segments sitting or standing. Must engage frequently with office tools and equipment, such as: computer, copier, phone, web-conferencing equipment, cell communication, printers, etc. Must be able to occasionally lift or move items, less than 40 lbs.

Experience and Skills:

Education and Experience
Required: A bachelor’s degree in business, Administration, Management or related field. At least five years in an advanced/executive administrative position, including experience in: project management; board/executive level engagement; and preparation of reports, presentations and correspondence for internal and external audiences. Experience in public relations, communications and coordination of resources for small and large engagements. Seasoned in office management software, tools and technology to help coordinate President’s Office’s elements.
Preferred: Minimum of three years of personal engagement with the ECC. Proficiency in Microsoft Office, including conditional formatting in Excel and Adobe Acrobat forms creation.

* Collaborative, supportive spirit and willing to engage in tasks both large and small.
* Ability to learn and utilize software programs and platforms quickly. Mastery of Microsoft and Windows applications, databases development and management, and web technologies.
* Detail oriented, strong organization, prioritization and time-management skills are eminent.
* Excels in attention to detail with high level of accuracy in the preparation of documents, reports, and correspondence.
* Works well under pressure and is able to accomplish multiple tasks, with conflicting priorities and timelines. Ability to track and report progress on a wide range of tasks, simultaneously.
* Ability to respond to and deal with a range of ad hoc queries/requests.
* Ability to operate with discretion and confidentiality at all times.
* Holds strong emotional intelligence and interpersonal communication skills. Maintains flexibility in approach and adjusts actions when appropriate.
* Excellent business, management and people skills to embrace diversity of schedules, backgrounds, formats, contexts, etc.
* Uses critical thinking skills, applying logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to address challenges.
* Highly communicative and likes to keep others updated and informed on progress.
* Strong administrative skills. Able to type 60+ words per minute. Advance writing and organizational abilities.