Executive Assistant and Events ManagerEzra Institute USA

Job Summary

If you wish to utilize your administrative talents in a like-minded ministry organization, are highly organized and forward-thinking with an eye to detail, and enjoy planning and managing special events, then this position may be for you. 

 

We are a biblical worldview and cultural apologetics think-tank organization established in Canada in 2009, with a US office (acting as the head office of the ministry) in Chattanooga, Tennessee. Our purpose is the preservation and advancement of the truth, freedom and beauty of the gospel of Jesus Christ, for the renewal of all life and culture. We advance this through primarily through our writings, speaking, and training sessions.  We are a small team in need of an administrator that will help us excel and flourish.


By putting your organizational and problem-solving skills to work, and enjoying the challenge of completing a variety of tasks, you can be part of a unique and bold organization advancing the kingdom of Christ for all of life.  


The successful candidate will exhibit professionalism, initiative, attention to detail, and flexibility. You should be comfortable communicating with ministry partners and individuals inside and outside the organization. You will prioritize tasks, ensure nothing falls through the cracks, and always strive to stay one step ahead of everyone else when it comes to anticipating what needs to happen next.


Responsibilities

Scheduling & Planning


o Arrange meetings, travel, schedules, and other ministry-related projects in coordination with the team.

o Assist in maintaining the teams calendar to ensure continuity in day-to-day workflow procedures. This includes resolving schedule conflicts and taking the initiative to ensure meetings are well-planned and maintain clear agendas.

o Facilitate projects for the ministry, ensuring that key objectives and projects are streamlined and executed properly.


Correspondence & Communication


o Respond to general inquiries to the office, redirecting to other staff members where applicable.

o Prepare basic promotional materials for events including e-flyers, as well as making simple revisions to website, in concert with our Director of Content Management and Publishing.

o Prepare correspondence, presentations, etc. 

o Communicate directly and on behalf of the ministry with donors, staff, special guests, and others on manners related to projects, events, programs, initiatives, or visits.

o Represent the ministry by welcoming visitors, reviewing correspondence, and answering questions and requests. 


Administration


o Ensure the office is appropriately organized and prepared for daily operations.

o Oversee various financial processes, including reporting all office expenses and categorizing credit statements each month, administer speaking arrangements and contracts, coordinate with bookkeeper, etc. Prepare simple financial statements and invoices as required.

o Assist the other staff members in ongoing administrative tasks including travel arrangements.

o Prepare agendas and minutes for regular and ad-hoc ministry meetings (internal and external).


Event Planning


o Lead the research into and booking of venues for ministry training and conferences based on parameters set by senior staff.

o Set up registration for all Ezra events and organize registrant information for formal vetting and selection; communicate with registrants and provide all information they require to prepare for and attend the event.

o Work with the team to ensure that every detail is met for a flawless program including AV, materials, speakers, activities, volunteers, food services, etc. You will be responsible to project manage the event and ensure that no detail is left open, relying on your own time and presence at key events, as well as that of other staff, consultants, contractors, and partner organizations.

o Help deliver on internal events, including special meetings, staff gatherings, etc.

o Be an ambassador for the ministry at special events, conferences, or other key meetings, as required.

Qualifications
  • Proven experience in a fast-paced, executive-level administrative role
  • Ability to work independently and manage competing priorities
  • Strong interpersonal skills and a team-oriented mindset
  • Passion for the ministry of the Ezra Institute, including its confessions and core beliefs.
  • Relevant administrative work experience, ideally of 5+ years.
  • Adaptability and an ability to think ahead and plan for the unexpected.
  • Meticulous and thorough; high attention to detail and quality.
  • Strong communication skills, including written and oral.
  • Good listening and note-taking skills.
  • Professional and courteous.
  • Comfortable using basic office software programs as well as basic design programs (with an interest to expand proficiency in this area as required).
  • Available to travel up to 10%; travel will be infrequent (1-3x/yr.) but when occurring, may be for up to 2 weeks.
Requirements
  • Administrative Support5 - 10 years
  • Project Management1 - 3 years
  • Communication
  • Leadership
About Us

For more information on the Ezra Institute, please visit our website at www.ezrainstitute.com

Additional Details

This is a full-time position, however, we will consider some amount of part-time/flexible options on a case-by-case basis depending on the candidate.

Salary considerations are based on experience; any salary indication is illustrative only and will be based on the qualifications of the chosen candidate.


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