Executive Assistant - Journal, Sentinel, Herald Editorial - New

Department:            Journal, Sentinel, Herald Editorial

SUMMARY

The Executive Assistant provides executive support to the Editor and Managing Editor, and administrative support to the Journal, Sentinel, Herald editorial team, particularly to the operations and editing/publishing processes of the department.

The incumbent joyfully serves the needs of the editors and staff with outstanding and prayerful efficiency, organization, and written and interpersonal communication. The EA is tech savvy, manages Editor communication, tasks, and approvals within and outside the department, and coordinates and helps facilitate prompt communication with contributors to the periodicals.

The position also serves as a key liaison with the broader Church, including maintaining active and effective coordination with TMC departments such as the Treasurer’s Office, Human Resources, Facilities and more. The incumbent ably manages an array of administrative, support, and publishing tasks, including as a member of the Web Team, which publishes content to JSH-Online. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive support to the Editor and Managing Editor (50%)

• Manages the Editor’s calendar, and supports the smooth administration of the editorial scheduling and calendars, including by creating, maintaining, and coordinating various publishing Trello boards
• Familiar with all the demands on the Editor; in coordination with staff editors, Managing Editor, and Operations Manager, prioritizes and tees up editing and approvals for Editor using existing or new online tools
• Manages Editor correspondence, including at times drafting responses and possible internal communications
• Manages contributor correspondence via email and Salesforce in coordination with editors, Associate Product Manager, and Customer Care Center
• Generates monthly report to Directors with inputs from editors, product managers, other team members
• Supports the development, planning, and execution of department retreats
• Actively supports and coordinates the annual review process
• Actively supports the onboarding of new JSH employees

Department administrative and financial support and coordination (30%)

• Provides office management and administration:
  • Makes purchases and facilitates work orders on behalf of the department; coordinates with relevant departments, including the Treasurer’s Office, Facilities, and Human Resources
  • Coordinates with Trustee Executive Assistant (EA) in maintaining and updating org charts, staff lists, distribution lists, Slack channels
  • Participates on the Third Floor Admin Team; serves as backup to Trustee EA on certain tasks as needed
  • Provides tech support to department staff, including in coordination with the Service Desk
  • Processes department mail, including mailed submissions to the periodicals; maintains JSH displays on the Third Floor
  • Serves as department evacuation coordinator
• Provides support and coordination to financial activities:
  • Processes and submits payments to contributors
  • Processes and coordinates requisition requests and contracts for all outside contractors, including translators, Bible Lens researchers, proofreaders, and other vendors
  • Processes and supports department expense reporting and credit card purchasing
  • Processes and submits Radio Kinshasa advance and honoraria payments

Web publishing and Bible Lens support (20%)

• Publishes select digital articles to JSH-Online; backs up web publishing team as needed
• Supports the Bible Lens process by providing Bible translations citations and choosing options for the weekly companion article

STAFF MANAGEMENT AND JOB CONTACTS

Reporting Relationships

Supervisor: JSH Operations Manager

Supervises: None

Regular Contacts

This position has regular contact with Editor, Managing Editor, Editorial staff, Product Managers, Treasurer’s Office, Human Resources, Customer Care Center, Executive Assistant to the Trustees

JOB REQUIREMENTS

Education/Experience

This position requires a Bachelor’s degree and two to five years of professional work experience. Demonstrated administrative, written and oral communication, and technical skills necessary.

Knowledge/Skills

Incumbent should be discerning, kind, proactive, efficient, and joyful. This position requires strong administrative, technical, organizational, communication, and problem-solving skills. Incumbent must be detail-oriented, highly motivated, and have the ability to multi-task projects and deadlines. Initiative, flexibility, and confidentiality are paramount. Incumbent is expected to be a solid writer and have outstanding interpersonal skills for effective communication and coordination with employees and management. Ability to deliver timely results and work both collaboratively and independently. Must have flexibility and willingness to adapt as needed.

Technology Skills

Provides technical assistance to Editorial staff as needed. Individual must have strong word-processing skills, including familiarity with Google Suite. Must be strong technically and willing to learn new software applications such as Zoom, Trello, Salesforce, Confluence, Adobe products, etc. Maintains a current understanding of technology and an ability to utilize new programs.

Work Environment

Boston-based. Must enjoy working in a team environment with open office plan.

Christian Science Information

Membership in The Mother Church required and Primary Class instruction preferred.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.