Executive Assistant Job at Newlifesoutheast in Chicago

The Role

The Executive Assistant provides high‑level executive, administrative, and project management support to the Executive Director of John F. Hannah Ministries (JFHM) and the Executive Office. The position ensures organizational excellence, communication alignment, and seamless coordination across ministry and operational initiatives.

Why This Role Matters

The Executive Assistant is a vital force behind the mission and momentum of both NLCSE and John F. Hannah Ministries. By supporting the Executive Office with excellence, this role helps ensure that vision becomes action and ministry flows with clarity and purpose.

What You’ll Do

Executive & Administrative Support

• Provide comprehensive administrative support to the Executive Office, ensuring confidentiality, accuracy, and excellence.
• Manage complex calendars, meeting schedules, correspondence, and travel logistics with professionalism and discretion.
• Prepare meeting briefs, presentations, talking points, and communication drafts for internal and external engagements.
• Serve as a liaison between executive leadership, staff, ministry partners, and external stakeholders to ensure timely and effective communication.
• Track tasks, assignments, and follow‑ups to ensure accountability and timely completion of leadership directives.
• Coordinate and track meetings, projects, and deliverables; ensure timely follow‑up on all commitments.
• Handle sensitive information, documents, and conversations with the highest level of integrity.
• Anticipate the needs of leadership to provide proactive support and seamless execution of priorities.

Project & Event Management

• Serve as a project coordinator for JFH events, conferences, and ministry initiatives such as the 12Hour Prayer™ Conference, One Conference + Planning Summit, The Pastors’ Circle, and other national activities.
• Support the Executive Director in planning, managing, and executing event timelines, budgets, and deliverables.
• Liaise with internal departments, vendors, and venue partners to ensure logistical accuracy and operational readiness.
• Maintain project plans, task trackers, and milestone schedules; communicate progress updates to leadership.
• Assist with event registration, volunteer coordination, and production communication as needed.
• Prepare and manage post‑event debrief reports to support continuous improvement and organizational learning.
• Anticipate event needs, identify gaps, and propose solutions that enhance efficiency and overall attendee experience.

Operational & Administrative Management

• Oversee daily administrative functions and maintain organized systems for scheduling, filing, and documentation.
• Coordinate cross‑departmental communication to support ministry and event alignment.
• Manage expense reports, purchase orders, invoices, and budget tracking in coordination with the Finance department.
• Maintain and update administrative templates, internal documents, and Standard Operating Procedures (SOPs) as directed.

Organizational Alignment

• Maintain awareness of the priorities, initiatives, and vision of both the Executive Office and Executive Director to anticipate needs and streamline execution.
• Represent leadership with professionalism and excellence in communication, hospitality, and relationship management.
• Facilitate consistent communication and alignment between executive offices, departments, and teams.
• Uphold the organizational values of Excellence, Integrity, Unity, and Service in all work performed.
• Support the mission and vision of both NLCSE and JFH, ensuring all efforts reflect the heart and spirit of the ministry.

What We’re Looking For

• Bachelor’s degree in Business Administration, Communications, or a related field preferred.
• 24 years of progressive experience in executive or administrative support, preferably within ministry, nonprofit, or event‑driven organizations.
• Proven project management experience.
• Exceptional organizational, written, and verbal communication skills.
• Proficient in Microsoft 365, Google Workspace, CRMs, and project management tools (e.g., Smartsheet, Asana, Monday, Dubsado).
• Ability to thrive in a fast‑paced, high‑volume environment with strong attention to detail and follow‑through.

Core Competencies

• Executive Partnership: Anticipates and prioritizes the needs of the Executive Office and Executive Director.
• Project Leadership: Oversees logistics, execution, and follow‑up for JFH events and ministry initiatives.
• Operational Excellence: Maintains structure, organization, and clarity in all administrative processes.
• Confidentiality: Handles all information with discretion, integrity, and professionalism.
• Strategic Communication: Represents leadership with clarity and accuracy across all channels.
• Collaboration: Builds and sustains positive working relationships across departments and with external partners.
• Adaptability: Responds effectively to changing priorities and fast‑paced environments while maintaining composure.

Growth Opportunity

This role offers hands‑on experience in project management, process improvement, and strategic planning, while directly contributing to high‑impact ministry initiatives and supporting leadership in advancing the mission of NLCSE and JFH Ministries.

Where You’ll Work

• Traditional onsite office setting (NLCSE church campus).
• Flexibility is required to include evenings, weekends, and holidays to align with the schedule of the Executive Office and JFH Executive Director.