Virtual Assistant

📋 Description

• • Serve as the right-hand strategic partner to the Chief Executive, managing end-to-end calendar coordination with precision to protect and optimize executive time across global time zones.
• • Proactively audit, schedule, and resolve conflicts in the Chief Executive’s calendar, ensuring alignment with high-priority meetings, travel, and organizational commitments.
• • Prepare and distribute all briefing materials, meeting agendas, and logistical support for virtual and in-person meetings, including Dream Team, Operations, and Office of the Bishop agendas.
• • Manage all inbound and outbound communications on behalf of the Chief Executive, including emails, voicemails, and correspondence, ensuring tone, brand alignment, and timely responses.
• • Draft and send personalized communications such as thank-you notes, bereavement outreach, congratulations, and follow-ups with discretion and professionalism.
• • Act as the primary liaison between the Chief Executive and internal staff, external partners, and stakeholders, ensuring accurate and consistent information flow.
• • Track, drive, and escalate progress on key organizational initiatives including leadership development networks, educational programs, and community foundations with minimal oversight.
• • Support recruiting and hiring activities as directed by the Chief Executive, coordinating interviews, scheduling, and candidate communications.
• • Plan, coordinate, and execute high-level corporate events, private gatherings, fundraisers, and networking experiences aligned with organizational goals and executive availability.
• • Secure access to exclusive conferences, private galas, and members-only events; curate VIP experiences that reflect the executive’s brand and standards.
• • Manage all logistics for worship experiences and campus events, including rentals, vendor coordination, and post-event follow-up.
• • Arrange personal and wellness appointments for the Chief Executive, including fitness, health, grooming, leisure, and personal shopping.
• • Oversee and coach a distributed team of Digital Administrative Dream Team members, Online Campus Ambassadors, and administrative volunteers, assigning tasks and ensuring performance standards.
• • Complete and verify daily, weekly, and checklist-driven operational workflows including Office Prep, Campus Shutdown, and Administrative Office checklists.
• • Reconcile bank deposits following worship experiences in accordance with stewardship protocols.
• • Maintain and update secure vendor password lists, device codes, and access credentials following organizational security protocols.
• • Utilize Google Workspace (Docs, Sheets, Calendar, Gmail) and Planning Center Online to manage communications, workflows, task tracking, and event coordination.
• • Maintain proficiency across internal communication tools, calendar systems, and project management platforms as required by the organization.
• • Demonstrate unwavering discretion and professionalism when handling sensitive organizational, financial, and personal information at the executive level.
• • Anticipate needs, drive follow-through without prompting, and maintain rigorous attention to detail across all administrative and strategic responsibilities.
• • Adapt quickly to shifting priorities in a fast-paced, high-stakes environment where last-minute changes are routine.
• • Contribute to organizational growth by evolving responsibilities as the organization scales, with potential for advancement into a Director-level role.