Job Description. Job Title: Executive Assistant to President. Who we are

Transcription

1 Job Description Job Title: Executive Assistant to President Work Location: Witney Who we are Open Doors is a Christian charity that is looking to recruit active, practicing Christians to help meet the growing needs of the persecuted church worldwide. Hostility, violence and abuse of Christians around the globe is on the increase. Open Doors works in over 50 countries to ensure that those facing such persecution are not forgotten, but can stand strong to serve their communities. Job Summary To provide day-to-day senior administrative support and undertake complex project management for the Open Doors President. About the team You will report to the President of Open Doors and work closely with the CEO, Leadership Team and other EAs to the Directors. You ll also work closely with Open Doors International. Hours 37.5 hours per week. Usually between 8.30am to 6.00pm Monday to Friday. This position involves some evening and weekends at conferences and events for which TOIL (time off in lieu) may be claimed. Applying your Christian faith to this role There will be many ways you will be able to apply your Christian faith and the outworking of your faith to the context of Open Doors. The list below gives some of the expectations of this role but is not exhaustive or intended to limit you: 1. contributing to and leading daily devotions (this can be for the whole team or just smaller, departmental groups) 2. participating in retreats, days of prayer and fasting etc. 3. committing to private prayer for the work associated with this role and closest colleagues 4. working in such a way so as to reflect biblical principles of leadership and service 5. applying biblical principles of godly stewardship to operational responsibilities 6. to be open and obedient to God s voice and direction in relation to any strategic matter and to always seek His will above all else Executive Assistant to President Page 1 of 6 October 2017

2 7. to apply biblical principles of integrity and servant-heartedness to the role and working relationships. Because of the essential Christian context in which the role will be performed, the role is subject to an occupational requirement under the Equality Act that the post holder be a practising Christian. Each working day will involve collective prayer and worship, together with shared reflections on the work of Jesus Christ. All members of staff at Open Doors are expected to actively participate in this shared time and members of staff take it in turns to lead the act of collective worship. Responsibilities and Requirements A) Administrative to act as the first point of contact for the President: receiving all calls, liaising with other persecuted church agencies, and dealing with senior-level staff, trustees and other external visitors to ensure the efficient, effective and professional management of the President s office, utilizing all aspects of Microsoft Office, Skype and any other relevant communication media to manage and maintain executive schedules, appointments and travel arrangements to make effective use of the President s time. This includes diary management and facilitating work/life balance. Also, setting up meetings/telephone calls and speaking engagements for the President and creating administration time to ensure the President completes his own tasks to project manage a portfolio of projects lead by the president and to interface with other departments of work flow management and prioritisation to co-ordinate, prepare and process all correspondence and communications, i.e., produce letters, s, agendas, minutes, PowerPoint presentations, reports and spreadsheets, particularly for speaking engagements, and gathering the correct resources for the President to take. To be able to take dictation is important as many s are done in this way to conduct research, assemble and analyse data to prepare reports and documents, using a global intranet as well as external sources to manage expenses preparation on a monthly basis to manage itinerary and international logistics including flight reservations to review operating practices and implement improvements where necessary to organize the office filing system to ensure ease of retrieval to ensure security and confidentiality of data there may be opportunities to travel with the President to manage designated projects as agreed with the CEO/Nations Director Executive Assistant to President Page 2 of 6 October 2017

3 B) Event Management event management, including event liaison, booking meeting rooms, catering and facilities as required deliver work packages on events that the President is organising such as hotel bookings and budgets for roadshows project manage and coordinate events that the President has initiated through his key networks such as New Wine, Spring Harvest, or other national events organize itineraries for the President s speaking engagements at summer festivals liaise with ministers, both local and national, as the President s preaching diary is in high demand all over the UK organise the Staff Retreat with the EA team C) Speakers liaise with national leaders/speakers. request International Speakers and arrange their travel, accommodation and brief them for ODUK events D) Relationship Management build and maintain relationships with key stakeholders in the Evangelical Alliance Council of Reference, the Board, major donors, etc. liaise with major supporters E) Devotions arrange and plan the diary for all daily devotions and Open Doors, inviting staff and visitors to speak organise the monthly chaplaincy service and payment for the Chaplain F) General to undertake other tasks as reasonably requested by the line manager. Executive Assistant to President Page 3 of 6 October 2017

4 The above job description is a guide to the work the job holder may be required to undertake but does not form part of the contract of employment and may change from time to time to reflect changing circumstances. Limits of Authority To operate within the ethos and aims of Open Doors, adhering to budget parameters and the Open Doors confidentiality agreement. Executive Assistant to President Page 4 of 6 October 2017

5 Who you are You will demonstrate the following essential criteria for this role: Competency Experienced at CEO/Director level with several years experience English language to A-level standard or equivalent advanced MS Word, Excel, PowerPoint skills and Desktop Publishing advanced Outlook skills excellent calendar management skills, including the coordination of complex executive meetings ability to schedule cost effective travel arrangements for management basic project management skills ability to manage working relationships excellent communication skills, with the ability to negotiate internally and externally exemplary organizational, workflow and time management skills information gathering and information monitoring skills and ability to present data well ability to prioritise and manage multiple projects simultaneously, and follow through on issues in a timely manner confidence in drafting reports and proposals, working with figures as well as words with a high degree of accuracy and professionalism ability to monitor budgets and check expenses ability to work on own initiative attention to detail and accuracy and able to deliver high quality within time constraints able to deal with confidential or sensitive issues with discretion and diplomacy methodical and organized ability to anticipate needs Character able to work under pressure responsible and mature outlook superb problem solver with a highly positive can do attitude judgment and decision-making ability flexible, positive and trustworthy proactive and assertive Executive Assistant to President Page 5 of 6 October 2017

6 Calling committed Christian who is completely in sympathy with the calling and mission of Open Doors Chemistry chemistry with Open Doors Staff excellent interpersonal skills In addition, it would be beneficial for you to demonstrate the following: degree in business management or similar practical knowledge of social media (Twitter/ Facebook) an understanding of new technology and can harness that to benefit the smooth running of the office ability to be creative and innovative knowledge or experience of the persecuted church broad knowledge of international and Christian issues proven commitment to issues of injustice / persecuted church spiritual maturity with gifting in pastoral care and spiritual discernment. Enhanced disclosure information may be requested from the DBS in the event of a successful application. Executive Assistant to President Page 6 of 6 October 2017