We are seeking a highly organized and proactive Executive Assistant (Associate to the Bishop for Administration) to support the Southeastern Iowa Synod, ELCA, Office of the Bishop. This position will report directly to the Bishop, and the ideal candidate will possess exceptional communication skills and the ability to manage multiple tasks efficiently. This role is crucial in ensuring smooth operations within the office and providing high-level administrative support. This is a regular, full-time exempt position.Functional Areas of Responsibility :Bishop Support (40%) -
- Manage the bishop's calendar, scheduling appointments and meetings while ensuring efficient use of time.
- Coordinate travel arrangements including planning travel time, flights, accommodations, and itineraries.
- Prepare agendas and materials for meetings, take minutes, and distribute follow-up notes as necessary.
- Act as the first point of contact for the bishop by screening calls and inquiries.
- Assist in the preparation of presentations and details for meetings and events.
Communication Coordination (20%) -
- Manage and maintain the database as well as rostered minister and congregation files and related communication.
- Manage the synod's calendar, scheduling events, appointments and meetings.
- Work with our communications contractor to ensure communications strategy is executed.
- Assist with smooth communication looping and database processes for the Bishop, Assistants to the Bishop, and Director for Evangelical Mission.
- Draft and edit correspondence, presentations, and reports on behalf of the bishop and team.
- Facilitate communication between the bishop and office of the bishop team and other partners, ensuring timely dissemination of information.
- Monitor and respond to emails and other forms of communication on behalf of the bishop, as requested.
Administrative Support (30%) -
- Oversee office operations and ensure supplies are adequately stocked.
- Assist the whole team with creating efficiency in communication, documentation, and thorough communication.
- Coordinate special projects and events.
- Facilitate planning for meetings and events including invitations, registration, supplies, printed materials, reminders, and follow up.
- Handle sensitive and confidential information with integrity and professionalism.
- In office tasks include: tend to USPS mail and deliveries; file or scan paperwork; and prepare weekly deposit.
Relationship Management (10%) -
- Build and maintain positive relationships with synod council members, rostered ministers, congregational members, and ministry partners.
Qualifications:
- Proven experience as an Executive Assistant or in a similar administrative role.
- Strong skills in calendar management, project coordination, and office management.
- Strong skills or willingness to learn database/computer skills– primarily Google Suite, Zoom, and REALM database system.
- Excellent proofreading abilities with a keen eye for detail.
- Strong clerical skills including data entry and file organization.
- Exceptional phone etiquette with experience in managing phone systems.
- Ability to work independently while prioritizing tasks effectively in a fast-paced environment.
- Strong interpersonal skills with the ability to communicate professionally with all levels of staff.
- Ability to maintain strict confidentiality and appropriate boundaries.
- Knowledge of the ELCA preferred.
- Appreciation for a life of faith.
- Associate's degree or equivalent required; undergraduate degree preferred.
Work Environment:
- Position may be hybrid between remote work and the Southeastern Iowa Synod Center for Ministry in Iowa City, depending on the experience of the candidate.
- Minimum of one day a week in the office.
- Required one in-person staff meeting per month.
- Occasional evening and weekend hours with advance notice.
- Office hours are typically Monday through Friday 8:30am - 5:00pm. All employees are to organize their time schedules within the limits of effective performance of their duties, subject to the approval of the Bishop. Full-time employees are generally expected to work an 8-hour day or a 40-hour work week.
Physical and Mental Demands: While performing the duties of this job, the employee is regularly required to talk, hear, move around, and work at distances close to the eyes. Arms, hands and fingers will be needed to handle and reach. Employee will occasionally need to lift boxes or materials up to 10 pounds. Concentration and ability to work at one location standing or sitting for long periods of time. Ability to follow written or oral instructions with little supervisory involvement. Reasonable accommodation can be made to enable individuals with disabilities to perform the essential functions.Join our team as an Executive Assistant where your contributions will play a vital role in our success!
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