JOB TITLE: Executive Assistant
DEPARTMENT: Calvary Christian Academy
REPORTS TO: President
STATUS: Exempt; 12-Month, Administrative Calendar
HOURS: Full Time (40)
LOCATION: Calvary Christian Academy
______________________________________________________________________
At Calvary Christian Academy, a ministry of Calvary Chapel, we are a community of Christian believers who exist to make disciples of Jesus Christ through a biblical school environment that prepares students to glorify God spiritually, academically, and socially. Our vision is to reach our community and change our world. As a minister and staff member, it is not only what we do, it is also who we are.
Purpose Statement:
The executive assistant is an integral part of the executive team, providing comprehensive, high-quality, and proactive support to senior executives in our mission of making disciples.
Scope:
The full-time executive assistant is a strategic part of CCA and is passionate about supporting the President and executive team in managing complex logistics, communications, and projects to ensure seamless operations.
Specific Responsibilities:
- Managing and optimizing executives' complex calendars, scheduling meetings, appointments, and preventing conflicts.
- Act as the primary point of contact, screening and directing calls, emails, and visitors.
- Draft, format, and proofread correspondence, reports, memos, and presentations.
- Organize internal and external meetings, including booking venues, catering, arranging travel accommodations, and preparing materials.
- Prepare agendas, take minutes, and track action items for meetings.
- Serve as a liaison between executives, employees, clients, and external partners.
- Manage expense reports, track budgets, and process invoices.
- Maintain organized physical and digital filing systems for confidential documents.
- Order office supplies and manage general office operations.
- Assist with managing special projects, ensuring timely completion and resource coordination.
- Develop and refine internal processes to improve executive and team efficiency.
- Handle sensitive and confidential information with discretion.
- Provide proactive support, anticipating needs and resolving issues before they escalate.
- Pray and support the needs of staff.
- You may have to bend, sit, or stand for prolonged periods, lift, pull, push, and/or move up to 40 lbs
Qualifications/Skills/Gifts:
- Strong personal commitment to Jesus Christ and their Christian Faith
- Strong commitment to the Philosophy and Statement of Faith of Calvary Chapel and to the Mission Statement of Calvary Christian Academy, as well as the Leadership Covenant.
- Effective written, listening, and verbal communication skills when interacting with staff, students, parents, and vendors.
- The ability and will to act professionally at all times.
- A high level of customer service experience.
- Strong proficiency with Microsoft and Google tools for report production.
- The ability to project manage, organize, prioritize, and multitask.
- An out-of-the-box thinker and problem-solver, never afraid of expressing new ideas.
- Spiritually, mentally, and emotionally mature.
- Able to be confidential with all information.
- Deeply compassionate towards people who are in need or hurting.
- Able to earn people’s trust, respect, and confidence, and operate with strong emotional intelligence.
Soft Skills
- Communication (Verbal & Written): Clearly conveying messages, drafting professional emails, active listening, and understanding diverse audiences.
- Organization & Time Management: Prioritizing tasks, managing complex schedules, setting deadlines, and keeping projects on track.
- Adaptability & Flexibility: Adjusting to shifting priorities and unexpected changes with a calm demeanor.
- Problem-Solving: Identifying and resolving issues quickly and effectively, often before they escalate.
- Discretion & Confidentiality: Handling sensitive information with professionalism and trustworthiness.
- Spiritual Maturity: Empathy, able to build strong relationships, and an authentic understanding of interpersonal dynamics.
- Proactivity & Initiative: Thinking ahead, anticipating needs, and taking action without being asked.
- Attention to Detail: Ensuring accuracy in all tasks, from scheduling to document preparation.
- Interpersonal Skills: Collaborating effectively with stakeholders, clients, and staff.
- Composure Under Pressure: Maintaining grace and control in high-pressure situations.
- Strategic Thinking: Moving beyond reactive tasks to support the executive's broader goals.
Work Schedule:
Monday-Friday 7:30 am - 4:00 pm
● This is a full-time, year-round (12-month) position.
● You may have to work evenings and/or weekends to assist with special events or emergencies.