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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

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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 amp; Written): Clearly conveying messages, drafting professional emails, active listening, and understanding diverse audiences.
• Organization amp; Time Management: Prioritizing tasks, managing complex schedules, setting deadlines, and keeping projects on track.
• Adaptability amp; 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 amp; Confidentiality: Handling sensitive information with professionalism and trustworthiness.
• Spiritual Maturity: Empathy, able to build strong relationships, and an authentic understanding of interpersonal dynamics.
• Proactivity amp; 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