Executive Assistant to the COO - Christ Church
Rockaway, NJ 07886
About the Job
Job Responsibilities:
Schedule Management
• Maintain the COO’s calendar by anticipating scheduling conflicts, proactively adjusting appointments, and ensuring all meetings are aligned with organizational priorities.
• Collaborate with department heads to integrate key organizational events into the COO’s calendar, balancing strategic and operational needs.
• Facilitate seamless coordination of meetings by preparing detailed agendas, ensuring participant readiness, and monitoring post-meeting follow-ups.
Deliverable Tracking
• Develop and manage a centralized system to monitor the progress of tasks assigned to the COO’s direct reports, including reminders for upcoming deadlines.
• Regularly communicate with department leads to assess status updates, resolve bottlenecks, and maintain accountability for key deliverables.
• Provide the COO with periodic summaries of project timelines, progress, and any potential risks to organizational objectives.
Content Review and Drafting
• Collaborate with the communications team to refine drafts, ensuring alignment with organizational tone, accuracy, and the COO’s perspective.
• Conduct thorough reviews of proposals, reports, and creative assets to identify discrepancies or areas for improvement before submission.
• Draft personalized responses on behalf of the COO, addressing inquiries or concerns with professionalism and tailored solutions.
Administrative Support
• Handle transactions related to the COO’s recordkeeping, maintaining up-to-date and organized files for operational transparency.
• Pre-screen purchase requests from COO’s direct reports, verifying budget alignment and completeness before presenting them to the COO for final approval.
• Coordinate logistics for meetings, including booking venues, setting up virtual/hybrid platforms, and organizing catering.
Budget Monitoring
• Track budget performance for specific events, reconciling actual costs against planned budgets to identify variances.
• Partner with the finance team to prepare periodic financial updates for the COO, focusing on trends, cost-saving opportunities, and upcoming needs.
• Assist in developing event budgets by forecasting expenses, gathering quotes, and ensuring accurate categorization of costs.
Process Optimization
• Work with team leads to analyze existing workflows, identifying redundancies or inefficiencies and suggesting enhancements to increase productivity.
• Pilot and implement new tools or technologies that streamline communication, task management, or data sharing within the COO’s office.
• Document optimized processes to create training materials or guides, ensuring consistency in implementation across the organization.
Research and Analysis
• Conduct targeted research on best practices or organizational benchmarks, preparing summary reports with actionable recommendations for the COO.
• Analyze feedback from stakeholders, summarizing key insights to support the COO’s strategic decision-making.
• Assist in crafting presentations or reports by providing relevant data, charts, and narratives to align with organizational goals.
Hospitality Coordination
• Develop event checklists that include detailed timelines, catering preferences, and audiovisual needs to ensure flawless execution.
• Coordinate with vendors and suppliers to manage logistics for events, negotiating contracts or troubleshooting last-minute changes as needed.
• Create a welcoming environment for internal and external stakeholders by overseeing setup, guest accommodations, and post-event evaluations.
Qualifications:
• Education: Bachelor’s degree in Business Administration, Communications, or a related field.
• Experience: Minimum of 5 years in an executive or administrative support role.
• Equivalent Combination: An equivalent combination of education and experience providing the required knowledge, skills, and abilities.
Skills:
• Education: Bachelor’s degree in Business Administration, Communications, or a related field.
• Experience: Minimum of 5 years in an executive or administrative support role.
• Equivalent Combination: An equivalent combination of education and experience providing the required knowledge, skills, and abilities.
• Experience working in a church, nonprofit, or similar mission-driven environment.
• Knowledge of budget tracking and financial reporting.
Policy & Compliance Responsibilities
• Adhere to established policies and procedures, objectives, safety, and quality control standards.
• Live and work consistent with CC’s mission, vision, and values statements.
Americans With Disabilities Act (ADA)
• In accordance with the Americans with Disabilities Act (ADA), Christ Church is committed to providing reasonable accommodations for qualified individuals with disabilities.
• If you require an accommodation to perform the essential functions of your job, please notify the Human Resources Department as soon as possible.
Equal Employment Opportunity (EEO)
• Christ Church is an equal opportunity employer.
Inclusive Requirement
• Your position is a ministry function of the utmost importance. Consequently, it is necessary that while you are employed by our church your conduct, behavior, and character should be in keeping with the biblical standard as indicated in the Bible, taught by our Presbytery, and practiced by our church.
• Performs other related duties as required. The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all possibilities, duties and skills required.
• The Employer retains the right to change or assign other duties to this position.
Disclaimer: Please note that any salary ranges displayed on this job posting are automatically generated by the job platform and do not reflect the actual salary for this position. Christ Church does not publish salary ranges for roles online.