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Executive Assistant

4 months ago

Palmerston North, New Zealand Christian Community Churches of New Zealand Full time

**Position Description: Executive Assistant**

**Title**:CCCNZ Executive Assistant to the Ambassador

(4-5 DAYS A WEEK: 32-40 hours per week

**Responsible to**:CCCNZ Ambassador

**Primary Purpose**:Serving churches by helping them work together to grow leaders, who point people to Jesus through the gospel from the scriptures.

**Requirements**:It is expected that the following responsibilities be carried out with a commitment to Christian faith and practice, and ongoing personal and professional development.

Reporting directly to the Ambassador, the Executive Assistant provides executive support in a one-on-one working relationship.

The Executive Assistant will liaise between the staff team and the wider movement.

The Executive Assistant also serves as a liaison to the Leadership Team; organizes and coordinates meetings with staff, Regional Enablers, churches, and leaders within the movement as well as overseeing special projects.

The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is focused on serving a movement of churches, campsites and support ministries.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work to deadlines at times.

They will be able to handle a wide variety of activities and confidential matters with discretion.

**Roles and Responsibilities**:
**Executive Support**
- Completes a broad variety of administrative tasks for the Ambassador, including managing an extremely active calendar of appointments; completing expense reports, composing, and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the Ambassador’s schedule is followed through.
- Communicates directly, and on behalf of the Ambassador, with Board members, Funders, and others, on matters related to the Ambassador's initiatives.
- Research, prioritise and follow up on incoming issues and concerns addressed to the Ambassador, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the Ambassador and staff teams; demonstrating leadership to maintain credibility, trust, and support with senior staff.
- Works closely and effectively with the Ambassador to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the Ambassador updated.
- Provides leadership to build relationships crucial to the flourishing of the Service Trust and manages a variety of special projects for the Ambassador, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, Ambassador correspondence; and other tasks that facilitate the Ambassador’s ability to effectively lead the organisation.
- Prioritizes conflicting needs; handles matters expeditiously, and proactively, and follows through on projects to successful completion, often with deadline pressures.

**Leadership Team**
- Assists, as a secretary of the Leadership Team including assisting in scheduling meetings, working on the agenda with the Ambassador and taking notes at meetings.
- Assists in coordinating the agenda of off-site meetings, and all staff meetings.

**Strategic Initiatives**
- Facilitates the Ambassador’s travel and engagement plans with Churches, Campsites, and support ministries and regional enablers.
- Edits and completes first drafts for written communications.
- Follows up on contacts made by the Ambassador and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the Ambassador to the appropriate person.

**Person specification and skills**
- Strong organizational skills that reflect the ability to perform and prioritise multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
- Expert-level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing