CEO Executive Assistant

415 Cherry Street SE, Grand Rapids MI 49503 www.prcforlife.org

The PRC is a nonprofit, life-affirming ministry serving our local Greater Grand Rapids community. We educate people on the options available to them within an unplanned pregnancy. Through empathic service, centered on the belief that all people matter to God and should be treated with dignity, we enable people to choose life for their unborn children and healthy lifestyles for themselves through our Willing to Wait® sexual risk avoidance education in schools and the Whole Truth® in the church, our medical services (pregnancy tests, ultrasounds, and STD testing and treatment), and our family support services. Our vision is to be the most trusted and respected source for information, education, and services that affirm the gift of human life.

If you feel that you would embrace and enjoy working in a culture outlined above, please review the following job opportunity:

Job Title: CEO Executive Assistant

Reporting Relationship: Chief Executive Officer (CEO)

Department: Administration

Days Worked: TBD

Required Hours: Part-time – 20-24 hours per week, Hourly, Non-exempt

Benefit Eligible: No

Position Summary:

The primary purpose of the CEO Executive Assistant is to provide high-level administrative support to the CEO. This role requires an individual with excellent organizational, communication, tech-savviness, and problem-solving skills who can effectively and proactively manage a variety of tasks to ensure the CEO can focus on the strategic leadership of the ministry.

Specific Responsibilities:

Executive Support:

o Manage and prioritize the CEO’s calendar; including scheduling meetings, appointments, critical content in meeting notices, etc.

o Manage travel arrangements; make travel arrangements for staff attending conferences including Care Net, Heartbeat Int’l, Life Matters Worldwide, etc.

o Prepare, review, and/or edit correspondence and reports for the CEO, ensuring timely responses to inquiries

o Assist the CEO in day-to-day tasks, including making decisions, following up on action items, and maintaining ongoing communication with key stakeholders

o Act as a liaison between the CEO and staff, board members, donors, and partners, ensuring smooth and effective communication

o Serve as a “student of the industry”, informing CEO of major changes, information helpful to make crucial ministry decisions

Meeting & Event Coordination:

o Coordinate and assist with logistics and technology for internal/external meetings, including board meetings, large ministry events, and donor functions

o Independently and proactively prepare agendas, materials, and meeting minutes, and track action items for follow-up; keep CEO informed

Project Management:

o Support the CEO in strategic planning and key ministry initiatives; reporting

o Track progress on priority projects, ensuring deadlines are met and resources are allocated effectively, proactively looking ahead, anticipating due dates, etc.

o Assist with the development and implementation of internal processes and policies to enhance organizational efficiency

Communication & Relationship Management:

o Maintain professional relationships with stakeholders, including employees, donors, volunteers, and board members

o Draft and proofread letters, emails, and other communication on behalf of the CEO, ensuring messages align with the organization’s mission and values

Administrative Support:

o Leverage AI tools and technologies to enhance productivity, streamline communications and optimize workflow

o Prepare and manage documentation for board meetings, including reports, presentations, and supporting materials

o Assist with financial tracking, budgeting, and invoice processing, as directed by the CEO

o Handle routine administrative tasks such as managing office supplies, coordinating office logistics, and maintaining filing systems

Support Relationships with the Board of Directors:

o Correspond clearly and professionally with Board members

o Prepare the CEO’s Dashboard Report for quarterly Board meetings

o Effectively communicate with Board Secretary regarding the Governance Calendar & Board policies

o Make updates to the Governance Calendar, as needed

o Keep Board policies current, including the policy review schedule

o Annually update and distribute the Board Member roster and Officer’s slate

o Create new Board Member recruiting packets; schedule orientation as needed

o Schedule Board and Officer’s meetings including the annual Board Retreat:

§ Send Meeting Requests and reminders.

§ Prepare and send documents prior to meetings.

§ Organize meals for all meetings.

§ Email minutes from all meetings.

o Send Meeting Requests to Board for annual fundraising events

o Other board relations duties as assigned by the CEO

Support Relationships with Major Donors:

o Correspond clearly and professionally with donors

o Work cooperatively with Development Director regarding donor contacts for CEO

o Organize and implement a calendar of meaningful “key donor touches”

o Prepare fund request and renewal documents

o Other donor relations duties as assigned by the CEO

General Duties:

o Attend Prayer Summit, all-staff meetings, trainings and other PRC sponsored events, as required

o Assist with and/or attend PRC events (Gala, volunteer events, Walk for Life, etc.), as required

o Attend Development Team meetings and make CEO aware of pertinent information and assist with any tasks as needed

o Other general duties as assigned by the CEO

Position Requirements:

o Associate’s or Bachelor’s degree in business, communications, nonprofit management, or a related field preferred

o Willingness to learn and adopt AI tools to enhance processes and improve efficiency

o Proven experience (minimum 5 years) as an executive assistant or in other administrative roles, ideally supporting C-suite executives or senior leadership

o Strong understanding of nonprofit operations, ministry work, or faith-based organizations preferred

o Background in cultural competence

o Self-motivated, proactive, and able to work independently while also collaborating effectively within a team

o Strong interpersonal skills, with the ability to build relationships and manage diverse stakeholders

o Exceptional organizational and multitasking abilities, with a high attention to detail

o Excellent written and verbal communication skills

o Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with project management tools

o Knowledgeable in Google documents, forms, and presentations

o Familiar and/or willing to learn Zoom, Google Meets, and TEAMS

o Ability to maintain confidentiality and handle sensitive information with integrity

o Physically able to lift 25 lbs.

o Possess a valid driver’s license as well as reliable transportation (necessary for position requirements)

PRC Core Competencies & Requirements:

o Has a personal relationship with Jesus Christ, exhibited by a focus on prayer, study of the Bible, and interactions with others

o Subscribe to, adhere to, and abide by, without reservation, the PRC’s Vision, Mission Statement, and Ministry Overview; Doctrinal Statement; Driving Convictions; PRC’s Position Statements on abortion, birth control, and marriage/human sexuality; and Code of Conduct, necessary to interact and represent PRC

o Client Focus

o Interpersonal Savvy

o Managing and Measuring Work

o Resourcefulness with Problem Solving

o Ethics & Integrity

o Priority Setting

o Proficient in smart phone usage, texting, Microsoft Office, Word, Outlook, Excel, and database software

o Compliant with safety procedures and policies as outlined by the PRC

o Eligible to work in the United States

**Please submit your resume and cover letter by emailing: HR@prcgr.org

*This job description is not all-inclusive and is subject to change according to the needs and vision of the ministry.

Job Type: Part-time

Pay: From $22.00 per hour

Expected hours: 20 – 24 per week

Schedule:

• Day shift
• Monday to Friday

Work Location: In person

Salary : $22