Executive Assistant to the President, THF

Tyndale House Publishers - Carol Stream, IL

Full-time - Entry Level

Carol Stream, IL

Publishing Industries

About the position

The Executive Assistant to the President of Tyndale House Foundation (THF) plays a crucial role in providing comprehensive administrative support to the President and ensuring the smooth operation of the Foundation's business. This position requires a proactive individual who can manage various tasks efficiently while maintaining a high level of professionalism and organization. The Executive Assistant will oversee the basic administration of the THF office, which includes maintaining the office space, tracking and ordering supplies, and managing files. The role also involves operating the front desk, greeting guests, answering phone calls, and handling incoming mail. It is essential for the Executive Assistant to facilitate communication and correspondence through the President's office, ensuring that matters requiring the President's attention are addressed promptly. In addition to office management, the Executive Assistant will be responsible for communications and administrative assistance. This includes processing and responding to emails and other correspondence, managing the President's schedule, and overseeing communications with applicants, grantees, partners, and board members. The Executive Assistant will provide strategic oversight of the Foundation calendar, set up meetings for staff with grantees, and attend these meetings as needed to take notes and write reports. The role also involves planning and coordinating logistics for Board meetings and other events, creating agendas and materials, and assisting in written communications such as newsletters and impact reports. Furthermore, the Executive Assistant will coordinate travel plans for the President as necessary. The position also encompasses grants administration, where the Executive Assistant will communicate with grantees, learn about their organizations, and research their backgrounds. This includes posting grant receipts and follow-up reports to the Foundation's grants software and providing support during the review process. The Executive Assistant will also participate in reviewing grant proposals and making funding recommendations, representing the Foundation in a respectful and godly manner both internally and externally. The ideal candidate for this position will have a strong Christian commitment, personal maturity, and a desire to serve others. They should be a team player who proactively identifies areas to provide help and is willing to support the Tyndale House Ministries Statement of Faith and Christian Community Guidelines. The Executive Assistant should possess excellent organizational and planning skills, strong communication abilities, and a positive, upbeat approach to daily tasks and long-term goals.

Responsibilities

• Oversee the basic administration of the THF office
• Maintain the Foundation's office space, track and order supplies, manage files
• Operate the Foundation's front desk, greet guests, answer the phone, open mail
• Move communication and correspondence through the President's office
• Ensure matters requiring the President's attention are attended to at the proper time
• Assist in maintaining accurate accounting for grants, programs, and administrative expenses
• Process and respond to emails and other correspondence
• Assess and manage the President's schedule
• Oversee basic communications with applicants, grantees, partners, and board members
• Provide strategic oversight of the Foundation calendar, set up grantee meetings for staff
• Attend grantee meetings as needed, take notes, write reports
• Meet with select grantees and applicants in place of the President or other staff members
• Plan and coordinate logistics for Board meetings and other meetings and events
• Assist in creating agendas, materials, and minutes for Board meetings and other meetings
• Assist in creating written communications such as chapel emails, newsletters, impact reports
• Assist in creating visuals such as PowerPoint slides for the President's speaking engagements
• Assist in coordinating travel plans as needed
• Communicate with grantees by email, phone, in writing, and in person as needed
• Proactively learn about grantee organizations, leaders, contexts, and mission
• Research and create reports on the history and background of organizations
• Post grant receipts, follow-up reports, and other grantee information to THF's grants software
• Provide support to grantees during the review process
• Assist in processing transmittal and declination letters
• Provide oversight to the Foundation's Grants-in-Kind programs
• Participate in reviewing grant proposals, make funding recommendations
• Participate in weekly staff meeting and other meetings as scheduled
• Represent the Foundation in a respectable and godly manner inside and outside of Tyndale

Requirements

• Five years' experience in administrative support; foundation/grantmaking experience preferred
• Skill and experience with software tools including Office 365, Google Office, Calendly, etc.
• Excellent organizational and planning skills
• Thorough knowledge of the Bible and a growing understanding of evangelical Christian thought
• Growing understanding of mission theology and global missiological trends
• Strong Christian commitment, personal maturity, desire to serve others
• Team player who is willing to proactively look for and identify areas to provide help
• Willing to sign the Tyndale House Ministries Statement of Faith
• Willing to support and abide by the Tyndale House Ministries Christian Community Guidelines
• Diligent, self-disciplined, proactive, organized, and productive
• Professional, able to maintain a dignified and friendly office environment
• Excellent communication and writing skills
• Creative, able to identify and solve problems, not afraid to ask questions
• Positive, upbeat approach to daily tasks and long-term goals