Detroit Rescue Mission Ministries

JOB DESCRIPTION

JOB TITLE:

Executive Administrative Assistant

LOCATION

Admin

REPORTS TO

President

POSITION

Non-Exempt

JOB SUMMARY

The Executive Administrative Assistant provides high-level, confidential administrative and executive support to the President/CEO and serves as a key point of coordination for the Office of the President. This position manages the President/CEO's calendar, appointments, correspondence, travel, meetings, telephone communications, records, follow-up activities, and day-to-day administrative priorities. The Executive Administrative Assistant must anticipate needs, exercise sound judgment, protect confidential information, communicate professionally on behalf of the President/CEO, and ensure that commitments, requests, and action items are completed accurately and on time.

ESSENTIAL FUNCTIONS

1. Manage the President/CEO's complex calendar, including scheduling and confirming appointments, meetings, calls, internal conferences, community engagements, donor meetings, speaking engagements, and other commitments.

2. Serve as a gatekeeper and primary administrative point of contact for the President/CEO; appropriately prioritize requests, visitors, telephone calls, correspondence, and competing demands.

3. Draft, edit, proofread, format, and prepare professional correspondence, letters, emails, memoranda, reports, presentations, meeting materials, thank-you letters, invitations, and other executive communications.

4. Review incoming correspondence and communications; identify matters requiring the President/CEO's attention, route items appropriately, prepare responses when requested, and track matters through completion.

5. Make and receive telephone calls on behalf of the President/CEO; take accurate messages, obtain needed information, return or redirect calls as appropriate, and maintain a reliable system for follow-up.

6. Maintain a detailed follow-up and action-item system for commitments made by the President/CEO. Track deadlines, pending responses, requested information, assignments, and outstanding matters and provide timely reminders.

7. Coordinate all executive travel arrangements, including air travel, hotel accommodations, ground transportation, rental vehicles, itineraries, confirmations, meeting locations, and schedule changes. Prepare complete travel itineraries and supporting materials.

8. Schedule, organize, and coordinate meetings; reserve meeting space, prepare agendas and materials, confirm participants, arrange technology or refreshments when needed, take notes or minutes when requested, and distribute follow-up items.

9. Prepare the President/CEO for meetings and appointments by assembling relevant correspondence, background information, reports, presentations, directions, contact information, and briefing materials.

10. Maintain accurate and confidential executive files, contact lists, correspondence records, meeting records, electronic documents, and other administrative records using organized filing and retrieval systems.

11. Coordinate communication between the President/CEO and senior leadership, Board members, donors, community leaders, government officials, partners, vendors, staff, and other external stakeholders in a professional and timely manner.

Revised 07/2026

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