Executive Assistant for the Office of the Bishop

Elca - Iowa City, IA

Full-time - Entry Level

Remote - Iowa City, IA

About the position

The Executive Assistant (Associate to the Bishop for Administration) plays a crucial role in supporting the Southeastern Iowa Synod, ELCA, Office of the Bishop. This full-time position involves providing high-level administrative support to the Bishop, managing schedules, coordinating communications, and overseeing office operations to ensure smooth functioning within the office.

Responsibilities

• Manage the bishop's calendar, scheduling appointments and meetings while ensuring efficient use of time.
• Coordinate travel arrangements including planning travel time, flights, accommodations, and itineraries.
• Prepare agendas and materials for meetings, take minutes, and distribute follow-up notes as necessary.
• Act as the first point of contact for the bishop by screening calls and inquiries.
• Assist in the preparation of presentations and details for meetings and events.
• Manage and maintain the database as well as rostered minister and congregation files and related communication.
• Manage the synod's calendar, scheduling events, appointments and meetings.
• Work with our communications contractor to ensure communications strategy is executed.
• Assist with smooth communication looping and database processes for the Bishop, Assistants to the Bishop, and Director for Evangelical Mission.
• Draft and edit correspondence, presentations, and reports on behalf of the bishop and team.
• Facilitate communication between the bishop and office of the bishop team and other partners, ensuring timely dissemination of information.
• Monitor and respond to emails and other forms of communication on behalf of the bishop, as requested.
• Oversee office operations and ensure supplies are adequately stocked.
• Assist the whole team with creating efficiency in communication, documentation, and thorough communication.
• Coordinate special projects and events.
• Facilitate planning for meetings and events including invitations, registration, supplies, printed materials, reminders, and follow up.
• Handle sensitive and confidential information with integrity and professionalism.
• Tend to USPS mail and deliveries; file or scan paperwork; and prepare weekly deposit.
• Build and maintain positive relationships with synod council members, rostered ministers, congregational members, and ministry partners.

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong skills in calendar management, project coordination, and office management.
• Strong skills or willingness to learn database/computer skills- primarily Google Suite, Zoom, and REALM database system.
• Excellent proofreading abilities with a keen eye for detail.
• Strong clerical skills including data entry and file organization.
• Exceptional phone etiquette with experience in managing phone systems.
• Ability to work independently while prioritizing tasks effectively in a fast-paced environment.
• Strong interpersonal skills with the ability to communicate professionally with all levels of staff.
• Ability to maintain strict confidentiality and appropriate boundaries.
• Knowledge of the ELCA preferred.
• Appreciation for a life of faith.
• Associate's degree or equivalent required; undergraduate degree preferred.

Benefits

• Health insurance
• Dental insurance
• 401(k)
• Flexible spending account
• Paid time off
• Parental leave
• Employee assistance program
• Vision insurance
• Life insurance