Executive Assistant

• Provide high-level support to our CEO and C-suite team
• Ensure seamless coordination of schedules, meetings, and communications
• Play a pivotal role in maintaining executive focus and organizational flow
• Manage sensitive information and facilitate key events and initiatives
• Keep the CEO apprised of time-sensitive and priority issues
• Complete a variety of special projects, including preparing presentations, reports, and agenda materials
• Respond to and help prioritize meeting invitations, phone calls, messages, and other information flowing to the executive(s)
• Prepare, reconcile, and submit expense reports for C-suite members
• Draft, review, and send communications on behalf of the CEO and other C-suite members

• Collaborate closely with senior management by meticulously managing calendars, resolving conflicts, and aligning schedules with priorities.
• Serve as the hub for the team, providing essential support and coordination.
• Efficiently juggle multiple tasks and priorities in a dynamic, fast-paced environment.
• Act as the main contact for executives, employees, clients, and external partners.
• Manage cross-departmental projects to ensure high-quality deliverables and adherence to deadlines.
• Oversee and plan active calendars, ensuring schedules are followed and potential conflicts are identified and resolved.
• Organize detailed travel plans, itineraries, and agendas; compile necessary documents for travel-related meetings and prepare expense reports.

Executive Assistant II

• manage complex calendars based on Executive preferences
• manage and triage executive inboxes
• support executives with Slack communications
• set up and manage virtual meetings
• act as a champion for early adoption of AI and automation
• plan smooth travel itineraries and submit expense reports
• raise Purchase Orders and navigate procurement systems
• lead team projects and organize events
• develop strong relationships across Salesforce
• support colleagues during periods of PTO

Senior Executive Assistant

• Provide high-level administrative support to C-Suite members.
• Organize complex calendars and schedules, resolving any scheduling issues.
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, and special projects.
• Arrange travel and accommodation for executives.
• Prepare expense reports.
• Screen incoming telephone calls and deliver accurate messages.
• Assist the Executive’s clientele and guests via in person or other forms of communication.

Part-Time Executive Assistant

• Serve as a strategic partner to five executives, proactively managing their daily needs
• Prepare and draft professional correspondence, internal communications, and presentations
• Plan and book seamless domestic and international travel, including detailed itineraries
• Track and drive critical tasks and projects to completion

Executive Assistant – Workday Government

• Manage complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
• Coordinate domestic and international travel arrangements, including flights, accommodations, itineraries, and expense tracking.
• Prepare, edit, and organize professional documents, reports, presentations, and executive communications.
• Serve as the primary point of contact for internal and external stakeholders, managing emails, calls, and correspondence with professionalism and discretion.
• Organize and maintain digital files, records, project documentation, and company databases.
• Assist in preparing meeting agendas, documenting action items, and tracking follow-ups to ensure timely completion.
• Support project coordination by monitoring priorities, deadlines, and key deliverables across business and technical initiatives.
• Collaborate with cross-functional teams including software engineers, product teams, operations, and leadership to facilitate efficient communication and workflow.
• Coordinate company events, team meetings, conferences, workshops, and client engagements.
• Assist with vendor management, software subscriptions, procurement, and administrative operations as needed.
• Conduct research, gather information, and prepare summaries to support executive decision-making.
• Help manage and prioritize incoming requests, ensuring urgent matters are addressed promptly and appropriately.
• Support the executive in maintaining focus on strategic initiatives by proactively identifying opportunities to improve processes and operational efficiency.
• Handle confidential information with a high level of professionalism, integrity, and discretion.
• Respond to and manage client requests, special projects, and ad hoc assignments with exceptional attention to detail and a solutions-oriented mindset.

Executive Assistant to the CEO

• Effectively manages and maintains calendars utilizing Microsoft Outlook
• Proactively reviews upcoming appointments to identify and address any potential scheduling conflicts
• Manages intricate domestic and international travel itineraries utilizing Concur software
• Integrates travel information—including flights and hotel accommodations—into the Outlook calendar
• Coordinates business travel logistics, including scheduling meals and appointments across multiple stakeholders
• Manages large group meetings by assisting with presentations, organizing meals, preparing and sharing agendas, arranging A/V and teleconferencing setups, and handling transportation logistics
• Prepares expense reports, memos, and letters

• Delivers administrative support to assigned EMG through management of schedule/calendar, emails, call routing and ensuring appropriate record retention
• Coordinates activities and ensures timely information flow for EMG assigned
• Collaborates with EMG to understand, prioritize and organize daily activities/responsibilities to meet deadlines and deliver on EMG goals/objectives
• Identifies topics that translate into prioritizing meeting planners, emails, people, and data
• Delivers effective challenge to preserve EMG's time
• May prepare/update presentations
• Ensures accuracy and compliance with USAA presentation standards
• Additionally, drafts internal communications and other materials on behalf of the leader to share with a variety of audiences including department leaders, employees, key stakeholders, or business partners
• As requested by assigned EMG, prepares correspondence on behalf of EMG
• Ensures information to and from EMG members are treated with appropriate level of confidentiality
• Responsible for maintaining awareness on applicable intranet pages, messaging channels, leader communications, and other information platforms
• Proactively disseminates reminders to leaders and employees for upcoming deadlines, such as check-in completion, LMS training deadlines, or other urgent work deliverables
• Monitors EMG calendars to coordinate meetings and ensure leader/team is aligned with all aspects of meeting
• Creates agenda, takes meeting minutes, documents follow up action items, manages attendees, delegates, and ensures all meetings have a clear purpose/agenda
• In addition, coordinates schedules, meeting planners, dates and secures the content to be presented
• Understands the importance of team culture for the EMG's organization
• Prioritizes employee 1:1's, staff meetings, skip levels, and other connection points
• Creates positive experiences for employees through coordination
• Partners with hiring manager to improve employee experience by proactively planning and onboarding new EMG or other team members
• Collaborates to formulate an effective transition plan that minimize/eliminate a negative impact for the incoming EA/EMG relationship
• Additionally, update/submit organizational charts prior to the 1st of the month and update distribution lists within one business day of employee hire/exit
• Ensures new hires are provided access to resources and knowledge of department-wide operations/processes
• May coordinate desk/seating logistics for employees and provide oversight for on-site events
• Manages travel and expense reporting timely and effectively
• Additionally, manages team budget and confirms people leader adherence to individual budget plans
• Responsible for maintaining inventory of office supplies with an expense management focused mindset
• Maintains filing system for key documents
• Generates reports requested by assigned EMG
• Ensures risks associated with business activities are effectively identified, measured, monitored, and controlled in accordance with risk and compliance policies and procedures

• Calendar and appointment management
• Travel planning and ticket booking
• Scheduling personal services including doctors, specialists, and vendors
• Managing digital files, records, and subscriptions
• Handling school and camp applications
• Managing insurance tasks such as claims, appeals, and EOBs
• Calling vendors, resolving issues, and following through fully

Personal Assistant

• Provide proactive and confidential administrative support to the Chief Resources Officer (CRO)
• Manage executive calendars by assessing competing priorities, scheduling high-level meetings across multiple time zones, and coordinating logistics for domestic and international engagement
• Facilitate cross-functional communication and strategic alignment by supporting meeting planning, priority setting, and follow-through on CRO-led initiatives
• Track strategic commitments, deadlines, and action items to ensure timely and coordinated responses with internal and external stakeholders
• Coordinate domestic and international travel logistics for the CRO, as needed
• Prepare and reconcile expense reports in accordance with organizational policies
• Conduct research projects as assigned by the Chief Resources Officer to support key initiatives
• Serve as a point of contact for enterprise-wide planning meetings, coordinating assignments and tracking deadlines across the Global Resources Division
• Provide administrative scheduling and coordination support for Global Prayer Gathering message development led by the Chief Resources Officer
• Coordinate logistics for internal team events, including prayer retreats, celebrations, and departmental gatherings
• Facilitate intern onboarding and offboarding processes, including introductory meetings and closing activities
• Manage and maintain the Global Resources SharePoint site to support effective digital collaboration
• Participate in IJM’s community of spiritual formation

Executive Assistant – Chief Resources Officer

• Collaborate closely with senior management by meticulously managing calendars, resolving conflicts, and aligning schedules with priorities
• Serve as the hub for the team, providing essential support and coordination
• Efficiently juggle multiple tasks and priorities in a dynamic, fast-paced environment
• Act as the main contact for executives, employees, clients, and external partners
• Manage cross-departmental projects to ensure high-quality deliverables and adherence to deadlines
• Oversee and plan active calendars, ensuring schedules are followed and potential conflicts are identified and resolved
• Organize detailed travel plans, itineraries, and agendas; compile necessary documents for travel-related meetings and prepare expense reports

• Calendar management and gatekeeping
• Prioritize aggressively against business objectives
• Inbox triage and response management
• Executive operations
• Workflow systems
• Travel and personal logistics
• Events and onsites
• Light deck and formatting support

Executive Assistant – Chief Capital Officer

• Coordinate household operations including cleaning staff, meal prep services, and vendors
• Ensure smooth daily home logistics for executive and partner
• Manage errands, personal requests, and day-to-day coordination
• Oversee pet-related scheduling and household needs
• Organize and maintain overview of multiple properties and recurring bills
• Track utilities, invoices, and payment schedules to ensure nothing is missed
• Assist in basic financial tracking and expense organization
• Maintain structured systems for personal and business obligations
• Plan and manage domestic and international travel end-to-end
• Provide itinerary breakdowns, cost summaries, and recommendations
• Handle bookings for flights, hotels, dining, and experiences
• Manage last-minute changes and travel disruptions
• Monitor and filter high-volume personal and business emails
• Identify priorities and provide daily/weekly email summaries
• Draft responses and coordinate follow-ups when needed
• Act as gatekeeper to protect executive time and focus
• Maintain structured calendars for executive and partner
• Coordinate meetings, personal commitments, and business obligations
• Anticipate scheduling conflicts and proactively resolve them
• Assist with personal gifting, reminders, and special events (birthdays, holidays)
• Help coordinate personal experiences and relationship activities (dinners, surprises, etc.)
• Support lifestyle organization to ensure efficiency and balance

Personal Assistant – CEO

• Provide high-level, confidential administrative support to the Senior Leadership Team
• Drive C-suite managing calendars, coordinating travel, sensitive communications, scheduling reservations, travel, reviewing, and submitting expenses
• Support Executive Meeting Management; arrange meals, refreshments, budget oversight
• Ad Hoc reporting, agenda development
• Maintain strict confidentiality, anticipating needs, streamlining operations
• Provide backup support to Executive Assistant I as needed
• Assist with Chairperson/Home Office/Comex US visits; travel required in specific instances.

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