Job Details


Requisition Number 17-0059
Post Date 11/27/2017
Title Executive Assistant to the President
Organization Lutheran Church Extension Fund
Job Grade 12
City St. Louis
State MO
FT/PT Full Time
Description

Organization Profile

The primary mission of the LCEF is to provide financial resources and related services for ministry, witness, and outreach of The Lutheran Church--Missouri Synod.  In so doing it shall raise funds primarily through the issuance of notes and other debt instruments.  Its assets shall be used exclusively for the following:  To provide financing and services for the acquisition of sites; the construction of facilities; the purchase of buildings and equipment; operating expenses; professional church worker education; the residential housing needs of professional church workers; and other purposes approved by its governing board consistent with the ministry and mission of the Synod under policies approved by the Board of Directors of Synod.

Reporting Relationships

  • Reports to the Assistant Vice President-Executive Office, but has accountability to the LCEF President. 
  • Works directly with the President, Asst. Vice President-Executive Office, Senior Leadership Team, and LCEF Board of Directors.
  • Maintains close working relationship with Human Resources and Travel & Meeting Planning departments.
  • Interacts with various leaders throughout the organization (executives; internal and external representatives; employers; Board Chairperson, etc.).
  • Interacts with all levels of staff within divisions and departments, members, consultants and vendors.

Essential Job Functions

  • Executive Office
    • Assists the President and Asst. Vice President in carrying out administrative responsibilities.
      • Provides executive assistance to the President and Senior Leadership Team.
      • Interprets and explains requirements to other departmental personnel and assists in various other duties as assigned.
      • Manages all details related to travel arrangements and travel reimbursement for the President and Asst. Vice President; transaction management of Purchasing Card expenses for the President, Asst. Vice President, and self.
      • Monitors records retention policy for the Executive Office.
      • Analyzes situations/correspondence/telephone callers and makes determination as to handling or referral to appropriate resource.
      • Works closely with the IT Department toward necessary updates or improvements to the content management system for the Executive Office; responsible for maintaining the content management system and providing necessary training for users.
      • Researches, evaluates, and summarizes data as requested by the President or Asst. Vice President.
      • Oversees the maintenance of the file system for the Office of the President and Board-related files.
      • Travel to LCEF Annual Meeting and Board Meetings.
  • LCEF Board of Directors
    • Provides executive assistance to the Board chairperson and committees as requested.
    • Develops process and manages the Board docket production and mailing, including the production of the electronic Board docket.
      • Initiates the agenda and assists the LT with the execution of the agenda and docket for Board and Committee meetings; determines criteria (meeting, food, and hotel requirements) for the Board and Committee meetings; plans and coordinates with vendor all Board dinner arrangements including menu selection; provides on-site management at Board meetings.
      • Notifies and provides detailed meeting arrangements on Board and Committee meetings to Board members and consultants.
      • Provides travel and meeting planning in conjunction with once a quarter out of town Board meetings.
      • Coordinates details of the LCEF Annual Meeting, including Board elections, bylaw changes and dissemination of information to the voting members.
      • Audits Board member expense reports for approval by the President or AVP; prepares, submits, and monitors check requests, expense reports.
      • Responsible for providing relevant Board documents to Concordia Historical Institute archives per synodical bylaws.
  • LCEF At-Large
    • Manages and maintains LCEF policies and review calendar and coordinates the policy review process for all departments.
    • Initiates agenda and assists the Leadership Team with developing the agenda for All Staff meetings; determines meeting requirements and manages meeting arrangements; handles arrangements for employee events; manages and coordinates arrangements for Christmas luncheon including vendor contract and menu selection.
    • Manages and monitors the Conflict of Interest policy for the Board and staff; reviews, edits, and approves Board member information for Annual Report.
    • Manages and monitors the insurance coverage (TAIP and AIP) for Board members and department staff.
    • Responsible for providing relevant Board documents to Concordia Historical Institute archives per synodical bylaws.
    • Analyzes payment requests for policy adherence and approves or prepares for signature as appropriate.
Requirements

Education and Experience

  • Bachelor’s degree in office management or a minimum of 5 years of experience as an Administrative or Executive Assistant to executive or senior management level personnel, or other education/experience commensurate with this level of responsibility.
  • Prior experience working with a Board or Commission is preferred.

Knowledge, Skills and Abilities

  • Proven ability to work independently, plan daily work, establish priorities, and manage multiple projects concurrently; display initiative to meet deadlines; strong organizational skills.
  • Proven ability to analyze situations and make a determination as to handling or referral to appropriate resource.
  • Proven ability to communicate effectively both verbally and in writing.
  • Ability to build team atmosphere and manage and coordinate projects requiring multiple workers.
  • Ability to research, evaluate, and summarize data.
  • Demonstrated discretion and judgment in confidential matters.
  • Proficient in all Microsoft Office applications; knowledge of Acrobat Adobe and content management systems.  Other presentation software knowledge a plus (Prezi).
  • Excellent knowledge and proven ability of English grammar, spelling and proofreading.
  • Collaborative and team mindset that establishes favorable relationships with internal and external employers, consultants, vendors, and staff.
  • An active member of an LCMS congregation is preferred.

 

Supervisory Responsibility

  • None.
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