What are the responsibilities and job description for the Executive Personal Assistant position at Alliance Defending Freedom Career Center?
Executive Personal Assistant
Make a difference with us! At ADF, we believe God has brought you here for His purpose: to boldly stand and advance every person’s God-given right to live and speak the truth. Together, we protect religious freedom, free speech, the sanctity of life, marriage and family, and parental rights. Please review our Statement of Faith to determine if your values align with ours.
Team Overview
Our Executive Office team is dedicated to ensuring the President and CEO can effectively lead and advance the mission of Alliance Defending Freedom. Through strategic coordination and personalized support, we facilitate seamless operations, travel logistics, and schedule management to enable the CEO’s impact in legal, advocacy, and leadership engagements.
Position Summary
In this role, you’ll report directly to the Chief of Staff and provide essential personal and travel support to the CEO. You will be responsible for managing all travel logistics, handling schedules, and assisting with personal errands to ensure a smooth and efficient experience at all times. This role requires extensive travel, adaptability, and a proactive mindset to maintain the CEO’s comfort, privacy, and safety in various environments. Additionally, you may provide travel support to other executives when not needed by the CEO.
Key Responsibilities
- Travel & Logistics Management: Coordinate all aspects of the CEO’s travel, including flights, accommodations, and ground transportation. Work with security and local contacts to ensure safe and efficient routes. Adapt to changing plans and travel disruptions with a solutions-focused approach.
- Personal & Executive Support: Handle personal errands and scheduling while maintaining confidentiality. Assist with meetings, appointments, and social engagements across time zones. Act as a liaison between the CEO, ADF team, and key contacts. Ensure the CEO’s dietary and wellness preferences are maintained while traveling.
- Situational Awareness & Safety: Maintain vigilance to identify and mitigate potential risks. Collaborate with security to ensure secure travel arrangements. Monitor surroundings and public interactions to enhance safety.
- Problem-Solving & Decision-Making: Respond promptly to last-minute requests and travel challenges. Use independent judgment to handle unforeseen issues and security concerns. Provide real-time solutions to ensure smooth travel and engagements.
- Collaboration & Leadership: Coordinate logistics with the Chief of Staff, Executive Assistant, and internal teams. Support other executives as needed. Maintain professionalism and discretion in all interactions.
Minimum Qualifications
- Ability to travel in the U.S. and globally 50-75% of the time with an up-to-date U.S. passport, work flexible hours, be on call, and travel on short notice.
- Strong situational awareness, discretion, and professionalism with the ability to remain calm under pressure and problem-solve on the go.
- Excellent organizational, time-management, verbal, and written communication skills.
- Tech-savvy with experience using scheduling tools, travel apps, and secure communication platforms.
- Ability to lift luggage.
Preferred Qualifications
- 3 years of Executive Personal Assistant experience.
- Experience coordinating with security teams or travel risk management professionals.
Pay & Benefits
At Alliance Defending Freedom, we offer a competitive compensation and benefits package to support your well-being and growth. Our benefits include 100% covered medical and dental insurance, medical and dependent care reimbursement, paid disability, long-term care, life insurance, and a 401(k) plan with a 4% company match. We prioritize work-life balance with paid time off and 12 paid holidays each year.
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