Executive Assistant

United States Req #32
Wednesday, October 30, 2024

Water Mission is a Christian engineering nonprofit that builds safe water solutions for people in developing countries, refugee camps, and disaster areas. Since 2001, Water Mission has served more than 8 million people in 60 countries, sharing safe water and the message of God’s love. Working at Water Mission is as much a calling as it is a career, and we are searching for people with the courage, passion, and drive to help us change the world. Read more about our Statement of Faith and Our Christian Mission.

What is the opportunity?

 

The Executive Assistant to the Executive Vice President (EVP) of Partnerships and Communications plays a critical role in ensuring efficient operations and providing strategic support to the EVP. Beyond handling routine administrative tasks, this position acts as a trusted advisor, supporting the EVP in decision-making, project management, and communications. By managing priorities, anticipating needs, and serving as a liaison between the EVP and other stakeholders, this role helps enable more effective leadership across the division. This position requires regular communication with other executives and their assistants, as well as key leaders reporting to the EVP. Superior communication, project management, and exceptional judgment are essential. The Executive Assistant is empowered to manage certain day-to-day decisions on behalf of the EVP and acts as a first point of contact for time-sensitive matters. This full-time role reports directly to the EVP and is based at Water Mission’s headquarters in North Charleston, SC.

A successful Executive Assistant will:

General

  • Maintain a strong Christian witness and model servant leadership to colleagues, partners, the communities we serve, and the public.
  • Engage and participate in prayer before and after team meetings.
  • Lead and participate in biblically based staff devotions.
  • Maintain high-level knowledge of Water Mission’s organizational objectives, programmatic strategies, projects, and activities. Stay informed of local, regional, national, and global news and issues to support the organization effectively.
  • Maintain confidentiality of sensitive information and exercise discretion in handling confidential matters.
  • May supervise and provide guidance to a part-time contract assistant, ensuring alignment with the EVP’s priorities and objectives, and overseeing their work quality and timeliness.

Project Management (40%)

  • Provide project management for special projects, utilizing Smartsheet and MotionAI to manage tasks and timelines effectively.
  • Manage key monthly, quarterly, and annual touchpoints on behalf of the EVP, including routine Senior Leadership meetings, board and committee updates, global ministry updates, budgeting and forecasting, division goal-setting, and annual staff trainings and gatherings.
  • Ensure timely and effective communication with internal and external stakeholders, managing multiple ongoing projects with competing deadlines.
  • Coordinate with external stakeholders such as ministry partners, donors, and organizational collaborators to ensure strategic alignment.

Strategic Communications (30%)

  • Draft strong presentations, accurate talking points, and other communication materials for the EVP.
  • Strategically manage the EVP’s inbox, prioritizing and delegating emails as necessary to ensure timely responses and effective communication.
  • Ensure efficient meeting management by organizing meeting structures, setting clear agendas, and tracking follow-up items for accountability.
  • Prepare meeting agendas, gather information, record and distribute meeting notes, and ensure follow-up on action items.
  • Proactively identify and address issues that could impact the EVP's ability to meet goals and deadlines, ensuring all relevant information is communicated promptly.
  • Maintain professional and quality communication with ministry partners, Water Mission board and committee members, guests, and volunteers, ensuring timely responses and professional interactions.
  • Seek innovative ways to enhance collaboration and communication throughout the division, including leveraging AI tools.

Administrative Support (30%)

  • Provide strategic support to the EVP, including managing the daily calendar, scheduling requests, coordinating meetings, and providing necessary advance information.
  • Handle administrative tasks such as making travel arrangements, processing expense reports, timesheets, invoices, and organizing electronic documents.
  • Ensure any accreditations for the organization or the EVP are updated yearly. Coordinate the gathering of requirements throughout the year and proper documentation for submission.
  • Support one of the Board of Directors' Committees in meeting and presentation preparation, reporting, minute-taking, and communication.
  • Document and maintain information related to all communications using Blackbaud’s Raiser’s Edge (RE) software, Relatable CRM, or other databases.
  • Consistently deliver high-quality materials (presentations, reports, etc.) to enable the EVP to make informed decisions.
  • May manage and delegate tasks to the part-time contract administrative assistant (as budget allows), ensuring work is completed in line with organizational goals and EVP expectations.

Essential Requirements

  • Personal and growing relationship with Jesus Christ.
  • Alignment with Water Mission’s Statement of Faith and Core Values of Love, Excellence, and Integrity.
  • Commitment to servant leadership principles embraced by Water Mission.
  • Bachelor’s Degree required.
  • 5+ years' experience in executive administrative support or donor relations required.
  • Previous supervisory or management experience preferred.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Smartsheet for project management.
  • Experience using Raiser’s Edge, Relatable CRM, or similar databases.
  • Familiarity with AI tools such as MotionAI or willingness to learn and implement AI to enhance productivity.
  • Strong attention to detail and organizational skills.
  • Excellent written and verbal communication skills, with the ability to clearly articulate ideas and provide constructive feedback.
  • Ability to self-prioritize tasks, communicate effectively, and ask critical questions to support strategic decision-making.
  • Experience drafting strong presentations and accurate talking points.
  • Ability to thrive in a highly fluid environment, respond to multiple changing requests, and implement strategic methods for improving collaboration across the division.
  • Hospitality skills to host guests and corporate personnel with grace and professionalism.
  • Flexibility to work periodic nights and weekends for ministry operations.
  • Legal authorization to work in the United States without sponsorship.
  • Domestic and international travel up to 10% may be required.
  • Reliable home internet bandwidth for video conferencing and other job-related responsibilities.
  • Commitment to the values and mission of Water Mission and ending the global water crisis.
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