What are the responsibilities and job description for the Executive Assistant position at Equip & Empower?
WHO WE ARE:
For over 25 years, Equip Empower has proclaimed the hope found through a relationship with Jesus to people around the world. As a dynamic nonprofit Christian ministry, Equip Empower includes the ministry of Christine Caine, as well Propel Women. Christine Caine is an activist, author, and international speaker. She also co-founded the global anti-human trafficking organization, A21, with her husband Nick Caine. Propel Women is raising up the next generation of Christian leaders around the world, empowering them with biblical encouragement and equipping them with practical training and education.
WHAT WE ARE LOOKING FOR: Executive Assistant
JOB PURPOSE
The Executive Assistant provides high-level administrative, operational, and personal support directly to the CEO and Founder. This role is instrumental in creating an environment where the CEO and leadership can focus on strategic priorities, ensuring seamless day-to-day operations within the Office of the CEO. The Executive Assistant supports initiatives across Equip & Empower Ministries, Propel, Zoe Church, and A21, acting as a trusted liaison and managing sensitive information with utmost discretion.
MAIN RESPONSIBILITIES/ KEY DUTIES
Executive Support & Administration
- Manage all aspects of the CEO and Founder’s calendar, including scheduling, meeting logistics, and travel coordination.
- Keep digital and physical calendars accurate and up-to-date across multiple entities and priorities.
- Maintain all digital files, records, and administrative documents in an organized and accessible manner.
- Support preparation of monthly reports and leadership updates.
- Handle incoming inquiries, speaking invitations, and interview requests with professionalism and discretion.
- File receipts and work with the Accounting team on financial documentation and reimbursement processes.
Speaking Engagements & Travel Coordination
- Research and book travel arrangements in collaboration with the travel agent.
- Create detailed travel itineraries and provide logistical support for all speaking events.
- Draft and manage speaking agreements; gather all relevant details from event hosts.
- Coordinate post-event follow-up including collecting photos, videos, and attendance data.
- Maintain content tracking systems with transcripts and recordings from speaking events.
- Ensure compliance with AV release agreements and resource shipment coordination.
Personal & Operational Support
- Keep vital personal records (e.g., passports, licenses) current and manage renewals.
- Prepare and send personal notes and gifts on behalf of the CEO and Founder.
- Coordinate personal guest visits and appointments.
- Handle additional personal and logistical support requests as needed.
Communication & Coordination
- Act as a key liaison between the CEO and internal/external stakeholders.
- Ensure timely and appropriate communication that reflects the tone and values of the organization.
- Maintain confidentiality while facilitating efficient and transparent workflow.
Leadership & Volunteer Oversight
- Supervise volunteers or support staff assisting with administrative duties or events.
- Promote a culture of excellence, integrity, and service in all interactions.
Additional Responsibilities
- Provide flexible support on a variety of emerging needs or special projects, as directed by the CEO, to ensure the smooth and strategic operation of the Executive Office.
PERSONAL SPECIFICATIONS - Qualifications, Experience, Knowledge & Skills
Qualifications & Skills
- Proficiency in Apple and Google platforms, Microsoft Office, and electronic file management systems.
- Exceptional communication skills—both written and verbal.
- Strong organizational skills and ability to multitask in a fast-paced, evolving environment.
- High level of professionalism, discretion, and emotional intelligence.
- Proven initiative, problem-solving skills, and attention to detail.
- Ability to work independently and collaboratively across departments and time zones.
- Valid driver’s license required.
Core Competencies
- Strategic and systems-oriented thinking.
- High integrity and alignment with organizational mission and values.
- Ability to prioritize and stay calm under pressure.
- Confidentiality and trustworthiness.
- Positive, flexible, and servant-hearted mindset.