Position Summary CityLinC Ministries is seeking a highly organized, dependable, and technology-savvy Executive Assistant to provide high-level administrative support to the Executive Director and serve as a key administrative resource for the organization. This position serves as the primary liaison to the Board of Directors and supports essential human resource and benefits administration functions, including onboarding, employee records, benefits documentation, policies, and employee administrative needs. The Executive Assistant also helps coordinate organizational projects, meetings, events, communications, and day-to-day administrative operations. The ideal candidate is proactive, highly organized, comfortable managing confidential information, technologically capable, and able to anticipate needs and follow projects through to completion.

Primary Responsibilities:

Executive & Organizational Support Provide comprehensive administrative support to the Executive Director, including scheduling, meeting preparation, correspondence, document preparation, travel arrangements, research, and organizational support. Track action items from meetings and strategic discussions and proactively follow up to ensure timely completion. Assist with audit, accreditation, reporting, and organizational documentation as needed. Prepare professional correspondence, memorandums, presentations, reports, and other materials. Coordinate special projects and organizational initiatives as assigned. Help maintain organized administrative systems, procedures, shared files, and internal resources. Board of Directors Support Serve as the primary administrative liaison to the Board of Directors. Coordinate Board and committee meetings, including scheduling, meeting materials, meals, correspondence, and other logistics. Prepare Board packets and supporting documentation. Attend Board meetings and accurately record and distribute meeting minutes. Maintain organized Board records and ensure appropriate follow-up on Board-related action items. Maintain strict confidentiality regarding Board and organizational matters. Human Resources & Benefits Administration Coordinate employee onboarding and offboarding processes. Maintain accurate and confidential personnel files and required employment documentation. Assist with recruiting and hiring administration, including job postings, applicant coordination, interview scheduling, background checks, and new-hire documentation. Coordinate employee benefits administration, including enrollment documentation, employee changes, insurance requirements, and communication with employees and benefit providers. Support the development, organization, and maintenance of personnel policies, procedures, job descriptions, and the employee handbook. Serve as an administrative point of contact for employee HR and benefits questions, escalating matters to leadership or appropriate providers when necessary. Assist leadership with employee recognition, staff communications, and other employee-relations initiatives. Technology & Administrative Systems Serve as an internal administrative resource for Microsoft 365, SharePoint, and other organizational systems. Assist staff with basic technology and system questions and coordinate more complex issues with CityLinC's IT provider. Help maintain appropriate access, organization, and documentation for shared systems and administrative platforms. Support implementation and improvement of administrative processes and technology. General Organizational Support Assist with planning and coordinating staff meetings, employee events, and selected organizational events. Maintain positive and professional relationships with staff, Board members, volunteers, community partners, donors, and other stakeholders. Assist with purchasing and administrative coordination as assigned. Provide exemplary customer service and represent CityLinC Ministries professionally. Provide additional administrative support consistent with the position as organizational needs arise. Qualifications Bachelor's degree preferred; Associate's degree or High School diploma accepted with relevant professional experience. Minimum of 2-3 years of progressively responsible administrative, executive support, human resources, or organizational support experience preferred. Experience supporting executive-level leadership strongly preferred. Experience with HR administration, employee benefits, onboarding, or personnel records preferred. Strong organizational skills with demonstrated ability to manage multiple priorities, deadlines, and ongoing projects. Excellent written and verbal communication skills. Strong attention to detail and follow-through. Ability to work independently, anticipate needs, take initiative, and exercise sound judgment. High level of discretion and ability to maintain confidential employee, Board, and organizational information. Strong technological proficiency, particularly with Microsoft Office and Microsoft 365. Experience with SharePoint, HRIS platforms, CRM systems, or similar business systems is a plus. Comfortable learning new software and troubleshooting basic technology issues. Professional, approachable, and able to work effectively with employees at all levels of the organization. Must be at least 21 years of age. Valid driver's license, acceptable driving record, reliable transportation, and telephone access. Must pass all required background checks.

Pay:

From $50,000.00 per year

Benefits:

Dental insurance Health insurance Life insurance Vision insurance

Experience:

Executive administrative support: 2 years (Preferred) Human resources: 2 years (Preferred)

Microsoft Office:

2 years (Preferred)

Work Location:

In person